Have you heard the phrase “inbox zero”? It refers to having no messages unread and not acted upon in your email inbox. With so many messages coming in all day long from colleagues, clients, retailers, and opt-in services (such as e-newsletters, newsgroups, and other subscriptions), is inbox zero even possible? In some cases, maybe not. But even if your inbox seems completely out of control, there are some things you can do to tidy it up and restore some sense of sanity.
For starters, create folders and sub-folders where you can store messages in a more organized manner for future follow-up. Start with folders for email from clients, email from colleagues, newsletter subscriptions, etc. Add a folder for urgent messages requiring immediate attention, and consider a folder for each day of the week, where you can drop messages that require action on those particular days.
Once you have your folders in place, set up mail filters to automatically route your messages to the appropriate place. Filters are especially helpful for subscriptions and newsgroup messages, which might otherwise clog up your in-box. By having those messages routed automatically, you can focus your attention on the rest of your mail or check a specific folder at a specified time and see just the messages that are relevant for you at that time.
Another option is to set up an alternate email address for opt-in newsletters, newsgroups, and online transactions. This will help to de-clutter your main email in-box, cut down on the “noise,” and help you feel less overwhelmed. It will also have the added benefit of reducing unwanted and unsolicited emails, as spambots won’t have a chance to grab your primary email address off discussion boards, comment screens, and the like.
And finally, once you’ve acted on a message, delete it or archive it for future reference. Many people who struggle with in-box overload exacerbate the problem by leaving messages in their in-box, even after they are no longer relevant. If you can’t bring yourself to part with old messages, archive them instead, somewhere outside the in-box, where they won’t get in the way.
