Email is an essential communication tool in the workplace and especially for technology professionals. The problem with email is that it can pile up with junk and makes finding a specific, important email very difficult, and can make email a painful chore instead of a convenient tool. Email has its share of problems — notably, spam — but it is still the most widely used communication tool in business. Here are a few tips to make managing email easier and less of a nuisance.
1. Use IMAP
There are several different methods to receive email in email applications. IMAP, however is the one of the most convenient methods because it sync messages and folders structure. The advantage is if one sorts all their mail into folders, as one should, that organization can be kept in sync across all of one’s devices. So if users sort messages one one device, they don’t need to be reorganized on each other device. IMAP is not without it’s disadvantages though, it is slower that other mail retrieval methods, because it is syncing the entire mail server and is also not available from all email providers.
2. Automate Mail Organization with Mail Filters/Rules
For those like myself who receive many email everyday, organizing email manually can be a daunting task, and may seem impossible. However, there is an easier way, Mail Filters, or Rules as some mail clients call them, can use search parameters to automatically sort messages. Filters can sort messages based on: Sender(s), recipient(s), Subject, keywords and many other parameters and then sort them into folders, flag messages, or delete messages automatically. This can be very helpful to relieve the inbox overload many suffer and can make it easier to go through and prioritize email messages when reading. I personally use over one hundred email filters to sort all my mail messages and make it a lot easier to read messages and archive later for future reading.
3. Regularly Clear Your Inbox
A clean inbox makes it easier to find important messages one needs to read. As mentioned in the previous tip, automated filters makes sorting and clearing mail easier. It is also a good idea to regularly go through one’s inbox and remove all messages that are no longer active. Cleaning out one’s inbox should be part of one’s regular routine whether it be: daily, weekly or monthly, make it a habit. This does not mean one has to delete old messages, one can simply move messages to an appropriate folder. Folders make it easy to find messages if one needs to reference a message later, and will save them from searching all their mail.
4. Minimize Email Newsletters
Email newsletters were all the rage in the early days of the internet, but now, we are being hit with email newsletter overload. Don’t get me wrong, email newsletters can still be a useful tool for certain things. However, it is wise for one should subscribe to newsletters sparingly, to prevent overload. It is also wise to use filters, as previously mentioned, to sort all newsletters to a folder so they don’t clog up one’s inbox.
5. Gmail Users: Use the Gmail Mobile App
For anyone using Gmail as their email provider, the Gmail mobile application provides users a lot of features that the default mobile email apps. It is a must-have app for all Gmail power users and makes keeping one’s inbox organized easy even when on the go.
About the Author
Mike Gdovin has been blogging about technology since 2006 on his blog, Gdovin.net. He has a Bachelor of Science degree in Electronic Media from Kutztown University with a minor in Journalism, Public Relations and Business. In addition to blogging about technology, Mike is a video producer, technology consultant and social media expert.
