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Tips To Clean Up Your Inbox And Manage Your Emails
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Does your email account is stuffed and overloaded with hundreds of unnecessary emails? Do you think that your mail client takes a lot of time while searching for a particular mail? If yes, then either you might not have taken interest in cleaning your mailbox or you don’t know how to do it. Emails are undoubtedly very important, because they carry all the important information, notes, attachments and other relevant things, which keep you updated. This important mode of communication may turn into a huge drain depending upon how many mails you receive each day.
If you feel that your email Inbox is really a junkyard, then you must read this article as you will get some handy tips to keep your Inbox clean and easily manageable.
1. Make new folders
Don’t waste your time in processing each and every message in your Inbox. Choosing to sweep is better option as you can easily move a whole bunch of clutter messages to another location and arrange it later. Set up new folders in your email application and assign them names based on year, quarter, or month.
Now, again open your mail client’s website and log-in using your username and password. Perform a search to list down all the messages from a particular period, select them and move them to their corresponding folders. Go to your Inbox again and process the rest of the mails to assign them respective locations. In this way, all your important mails will still remain in your mail account and will be easily accessible but they won’t clutter your Inbox anymore.
2. Make segments or use different accounts
Assigning folders to mails belonging to a particular year or month will only organize the existing mails but, what about the mails that are hitting your account in every second? Make different folders, use filters or choose automated sorting for receiving emails from different vendors in separate folders/locations. By doing this, you can easily decide the priority of mails and process them accordingly.
You can also use different email accounts for different purposes, rather than using only one for everything. It helps you a lot in sorting and managing your emails coming from various sources. You can easily make different accounts for different purposes such as one for business, another for personal communication, yet another for online shopping and others. It is recommended to use a separate account for newsletters or new online services as they usually send multiple emails in a day/hour. So if you are getting frequent emails from any particular source, it is ideal to create a separate folder for keeping those emails.
3. Delete unnecessary mails
Try to delete everything that is simply not important and does not contain any important information. Deciding on it can take a while, but don’t waste too much time on it. Closely scan all the messages in your Inbox and immediately delete the ones that seem unnecessary or irrelevant.
Another effective way of deleting mails is by sorting the Inbox by using the sender’s name. By doing this, all the messages are sent by a particular sender will automatically come forward and you can easily delete them with a single click. Delete as much as you can and leave the ones that you are not sure of, for now but do come back later to refine them. It is important to delete such mails because it helps in maintaining an email account efficiently and does not clutter your mailbox with hundreds of unwanted messages.
4. Separate the ones that doesn’t require immediate action
If you are busy and you’ve got a mail that doesn’t require an immediate action, then either save it on your desktop or move it to another location. In this way, the important mail will not be mixed with the unwanted ones and will be safe till the time you actually thought of replying. You can easily move it to the corresponding folder and reply it by the end of the day or week.
5. Respond to critical messages immediately
If you’ve got a critical mail, then immediately reply it before it is lost within your mailbox. You may receive some mails that require imminent action or deep re-reading, in such cases, give them proper time and write their reply within a day or two. However, you can keep that mail in your Inbox for a month or so but it is recommended to act on it on a priority basis.
6. Enable conversation view
Enabling the conversation view, also known as threaded view, will not only provide a segmented look to your Inbox but will also make it look more organized and maintained. Setting this feature in your mail client will limit the number of emails in your Inbox and will create strings of the emails that are sent or received from the same addresses. This will keep the related messages tied together under a single subject heading, therefore, finding a particular message or mail will be easier.
7. Turn off notifications from social networking sites
Nowadays, notifications from Facebook, Twitter, LinkedIn and other social networking websites occupy a huge space in your mail boxes resulting in slowdown while loading. If you are not willing to turn off the notifications from such sites, then create a separate folder and add a few filters to it for managing receipts and notifications. You can easily turn off notifications from social networking websites as these occupy ample of space in your Inbox and are really very annoying.
8. Check spam for missed emails
Always scan your spam or junk folders for missed emails. Maintain a habit of scanning your spam box for two minutes once a day to ensure that nothing important has been marked as spam and left without coming to your notice. After checking, if you feel that there's nothing important, then delete it all in a single click. If your client has mailed the business documents but you haven’t received it, then check it in spam as it’s possible that it might have landed there.
All of the above mentioned tips will help you clean and manage your Inbox quickly and efficiently. You can also clean up your contacts, and ensure that their addresses and phone numbers are always up-to-date to maintain a clean yet efficient email account. Delete duplicate entries in your list and try to merge duplicates by copying all the information under a single contact. Follow these tips to make your email run faster and remain cleaner.
About the Author: Hi! I am Brook M. Perry, a prolific blog writer and keen author of articles related to pc security supportand solution for issues related to computers and mobile devices. Being associated with the reputed remote computer support service provider Qresolve, I have resolved thousands of tech issues for our customers from worldwide. internet security.My areas of interest are virus removal, PC security, endpoint security system, router support etc. You can follow me for my useful computer support articles on Ezine and other article-oriented websites.
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