The emails is one of the most popular forms of communication nowadays, and especially in workplace. If you are one of the people who receive a lot of emails, then most likely inbox be full of messages. This can cause problems, as you may miss an important email, which you should definitely see. In these cases It is important to organize your emails so that you can manage them better.
Here's how you can do it:
Manage the latest emails: First, it is important to Check all the emails of the last days or even weeks to decide what to do with them: if you reply, you will archive them or delete them completely. The most important thing is to see the most urgent ones and do the right thing with them. One reason you should check out the latest emails is that you are more likely to want to deal with them. An email you received more than two months ago will probably not be as useful to you.
Archiving the remaining emails: After replying to the most important emails, you can archive the rest. Unlike immediate deletion, archiving an email removes it from your Inbox, but you can still find it through search, labels or folders. It gmailThe iCloudThe Yahoo Mail and Outlook offer the option to archive your emails instead of deleting them.
Create labels or folders: If you are constantly receiving emails the above steps may not be enough to keep your Inbox clean and organized emails efficiently. The labels is a well-known feature of gmail που categorizes messages without hiding them from your Inbox. You can create categories based on your needs. Some people choose to sort emails with based deadlines, while others suggest grouping emails that “awaiting response”And emails for which“action is required“. So for example, all emails that need an immediate response will be in one category and you will be able to find them easily.
You can create labels to create categories for the emails you receive most often. The rest, which will be left out of categories, you will probably be able to easily find through a search.
Other email services do not support labels, however so Outlook and iCloud support folders, and you can create rules for copying email from your Inbox to a folder. This setting will allow you to view and remove messages from your inbox without deleting them completely.
Use filters where possible: Labeling an email is not a complicated process, but it can be made even easier as there are ways to do it automatically. In its web version gmail, for example, you can tap the icon next to the search box and then to filter emails by sender, inbound email address, keywords and more. Selecting “create a filter”Instead of“ search ”, you can create rules to manage specific emails by doing automatic labeling, archiving, markup as read, etc.
Use Snooze for follow-ups: Sometimes you may reply to emails, but you have to come back later for another answer (follow-up). Using it Snooze feature of Gmail, you can hide all emails from your Inbox after replying, and get them back when it's time to send a follow-up. If the recipient sends an email in the meantime, it will appear in the inbox. (Outlook web and mobile apps also offer a Snooze feature).
The above steps take advantage of features known to the most popular email services, such as Gmail. However, when the number of inboxes is huge, users may not know where to start to "pick up the mess". Anyway, the above are useful and will help you better organize your emails and have a cleaner Inbox.