Email is a very essential tool to exchange important information online. Sometimes it becomes hard for you to organize it properly. Below is a list of a number of excellent tips that you can and should use to keep your email inbox both clean and organized. So if you’ve been having issues with this area of your internet experience, then I recommend you continue reading:
Top 10 Email tips
1. Do Not Respond To Spam
It’s very common for spam email messages to get through the filter software implemented by the email provider. However, in the event that this happens to you, I recommend that you do not reply to any of it, simply delete it, then and there.
2. Use Filters
Today, almost every email service provider features rules, filters and other systems that you can use to organize all your incoming emails. Its best practice to make use of these features in order to organize your mail based on its level of importance and priority. Below are some suggestions you may want to consider.
- Create a separate folder for your most important emails.
- Set priority for certain email addresses. That way you can immediately identify the emails that require your urgent attention.
- Use a filter based on spam keywords to prevent certain emails from getting into your inbox.
- Mark email messages based on their level of importance after you have read them. That way you will be able to figure out which emails you need to respond to and which ones you can wait to respond to.
3. Respond ASAP
Try and deal with any e-mail that you receive as soon as you can.
I like to open a single e-mail and then respond to it or carry out whatever function that I need to before I move on to another e-mail.
This will save a considerable amount of your time, which would otherwise be spent re-reading emails over and over again.
Again, read your e-mails once, respond to it, and then move on to the next.
4. Don’t Hesitate To Delete
After you have read an email and taken all necessary actions, it’s always best to do the needful, which in most cases is to delete the email. If you are unable to take the necessary actions for that particular email, then consider delegating responsibility for postponing any actions until later. It’s not a must that you respond to every email address, nor is it necessary that you save your emails after you have read and done whatever you need to do with them.
Get your email inbox back in tip-top shape by unsubscribing from any newsletters that you no longer bother to read from.
It’s likely that you have subscribed to tons of different email lists over the years. You tend to stop reading those emails after some time.
There are many tools that you can use to unsubscribe from these lists. However, it may be best for you to go the manual route and just unsubscribe from each email list individually.
6. Consider Quick Short Replies
Whenever you’re responding to an email, it’s always best to keep your responses as quick and to the point as possible, as you do not want to spend too much time on each individual email. I recommend you spend no more than 3 – 4 minutes on each email and try not to write long paragraphs in your responses.
7. Your Email Is Not an Organiser
Many times you will find that user’s inboxes are filled up because of the way that they treat them. Many of them make the mistake of treating them like they’re a calendar or organizer. Never use your email service for this purpose. Instead, you acquire a specialized program for that task or use a text document. You can use that software to write down your to-do list for each day.
8. Develop Routines
Consider reading your email at least once per day or every couple of hours if you have the time and access to the internet.
However, don’t go overboard with it, try to set aside some time to check your inbox and make it regular, that way you will know when and when not to be in your inbox. If you have any notifications enabled for your inbox, consider disabling them. That way you won’t get distracted from anything else you may be doing on your computer.
9. Keep Things Simple
It’s not uncommon for people to complicate things by creating tons of different folders which they use to organize all their different emails. Try and keep things simple, by not going overboard with the emails.
Having separate folders to compartmentalize your emails is a must, however, having tons of different folders is not. Make sure you’re grouping system is as broad as possible; consider creating folders based on priority or email types.
10. Delete Some More
If after applying all of the steps outlined above, your e-mail inbox is still bogged down with weeks old emails, then you should delete them. If you find it difficult to delete emails, then you could create a new folder, which you can use to move all your old emails into. That way you will be able to better keep track of those emails that are out-dated and need to be deleted, and those that are not.
Nowadays it is really hard to organize E-mail because of the fast-growing digital world. You keep receiving unnecessary E-mails no matter how much you want to avoid them. But you can definitely maintain your E-mail clean and organized if you follow the above-mentioned tips. You can also have separate e-mail addresses. Also, you may use a secondary E-mail address to register for untrusted websites to use their services. Comment down your thoughts below if you want to add some more tips on E-mail.