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How To Clean Up Your Inbox Once and for All

Posted by Red Butler Team on 02/ 06/ 17

 

 


 

How many times have you been to tempted to just "Select All" and send your Inbox contents straight to the trash?

 


There are times when even the most important emails feel like a waste of time. In fact, inbox management is one of our most requested services at Red Butler for that very reason. Cleaning up your inbox is definitely a chore, but if you need to do it right away before you start contemplating a hermit’s life on a lonely mountain top, here are a few good tips:

 

Mass Delete, but Do It Right

One of the easiest ways to take care of a busy inbox is, of course, to mass delete. But before you go deleting things willy nilly, it’s a good idea to perform two quick steps. First, search your inbox for anything from your current project, or containing keywords that you know you’ll need to save (such as “financial reports”).

Save any emails that you need to keep in a separate folder, or back them up to a service like Evernote. Next, perform a search for the phrase “before:YYYY/MM/DD”. Choose a previous year or month that is far enough back to ensure that you’ve already finished those projects or tasks. Delete everything that pops up and voila! You are well on your way to a cleaner inbox.

 

Make Labels Your Friend

If you use Gmail, or any other email service that allows you to label your incoming messages, then this feature should be your new best friend. You can create custom folders and stash away incoming messages so that your inbox remains blissfully empty. Don’t need to look at that project bid till your scheduled time later? Into the project folder it goes. If your email app allows you to filter messages by sender, you can easily set this task up to be automatic, so that certain messages go straight to the right folder, rather than to your inbox. 

Gmail is an excellent service for this fact alone. Users can create 5,000 different labels, and even make sub-labels inside of labels. Perfect for complex projects and large corporations.

 

Opt Out of Reply All Chains

Sadly, there’s no easy way to truly opt out, besides asking to be removed (and thus setting off another round of replies). Instead, simply mute the conversation. Gmail and most email apps have this feature. Look for it under the tab that says “More” in Gmail. While the replies will still get sent to your inbox, taking up some of your storage space, you won’t have to see them. 

Remember that if you’re ever trying to clear out your email for space, be sure to check for any muted conversations that you can delete.

Gmail also has a handy feature that allows you to see at a glance if an email was sent to just you, or to a group. Enable the “personal level indicator” in Settings, and you can easily skim for emails that require your personal attention. 

 

Don’t Use the Public Address 

If your business has an email address that is publically posted on your website or social media accounts, don’t use this account for most of your business emails. Instead, allow that address to catch inquiries, and move the conversation to your email address as needed.

This type of account can be easily managed by our team at Red Butler, in addition to your regular email address. Learn more about how we can help you keep your inbox tidy and organized by checking out our service menu or contacting us today.

 


 

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Topics: Productivity Tips, Virtual Assistant, Email