Email. One of the biggest time killers in business. If you’ve never looked at a crowded inbox and immediately felt overwhelmed, you’ve never truly conducted business. Most people don’t know how to organize their email in a way that’s time effective. These problems grow as your business grows and you begin creating MORE email accounts to distinguish from the personal account you’ve used to subscribe to every free service you could imagine.Once those emails pile up in your inbox, it can seem unmanageable. You just don’t have the time to go through every email and weed them out. What if you accidentally delete something you need? Don’t worry; there’s hope.
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Read below to find simple steps for how to organize your email, in 10 minutes or less. Keep in mind some of the terminology or methods may slightly differ, depending on your email provider.
Log into your email from the main login –
If you use outlook or Mac’s mail service to access your email, you’ll want to close those out and log in to your email from the main server (gmail.com, yahoo.com, etc.) in order to get set up. I use gmail for business, so I’ll be using that to show you.
Filter emails –
Before we start deleting things, you’ll want to pick out the senders or subjects that are important to you, and you absolutely want to keep. You’ll then set up folders. Once you’ve set up folders to store your important info, you’ll then need to filter info into these folders. Pick an email that you’d like to include in a folder, and then select “more”. You’ll see the option to “filter messages like these”. You then choose to filter all messages from that address, all messages containing a certain keyword, etc. Once you choose the rules for the filtering, you’ll be able to choose where they go. For instance in the pictures below, I’m filtering all messages from BlogLovin.com into my “Updates from other Blogs” folder.
Now that you’ve organized folders and began directing important messages to them, you’ll want to mass delete all the clutter. When you’re first learning how to organize your email, you might panic at the thought of deleting something important. You need not worry! Once you delete an email, it isn’t gone forever. You can always find it later through a simple search in the search box.
Mass deleting your email is easy, if you know what you’re looking for. In gmail, simply choose “select all”. You’ll then receive the magic messages that’s often overlooked (see below). This button will allow you to select all of the messages in the inbox and delete, rather than going from page to page.
Keep up the good work!
Now that you know how to organize your email, the most important thing to do is to remain consistent. You’ll soon find that your communication with clients improve, and your overall stress level decreases. Email doesn’t have to scary, or overwhelming. Simply learning how to organize your email is a great way to increase your overall business efficiency, in fact!