Archive Emails To Keep Your Inbox Clean
Today, email users have more options for how to organize email inbox than a decade ago. Most popular service providers and clients support archiving.
What does it mean to archive an email message? Archiving helps keep your inbox clean by hiding unimportant emails that you’re not ready to delete.
For example, imagine you receive an assignment from your boss. After you complete the task, you could delete the original message. However, you wouldnt be able to read the message in the future. By archiving the message, you make it disappear from your inbox to reduce the clutter, and you can come back to the message later if you need to.
From time to time, clean up your archived messages to free up storage space. You can either archive messages manually or configure an automatic inbox cleaner to delete messages older than 30 days.
Let Some Emails Float
Not every email will have a label and thats ok. Labels and folders are great for organizing common types or groups of emails. Dont forget that Gmail has a powerful search feature that will help you quickly access any floating emails you cant find with your labeling system.
If you have thousands of emails to organize, consider only organizing the ones from the last 6 months. Chances are, if you havent needed it in 6 months, you probably wont need it again. It doesnt need to be labeled.
If you havent touched an email in over a year, its probably safe to just delete it .
If you get so many emails that this advice simply wont work for you, consider hiring an assistant.
Add Colors To Your Labels For Easy Differentiation
For easy differentiation within your inbox, Gmail allows you to color-code your labels.
From your computer, simply hover over the label you want to add a color to and click on the three vertical dot icon. At the top of the pop-up is an option to change the color.
As an example, you could add different colors for separate client folders.
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Use The Classic Inbox
You can take control of your Gmail inbox by taking control of the Inbox settings. If you dont like the Gmail inbox as it is today, you can switch to the classic inbox.
Some people prefer the classic inbox better than the current tab inbox because of its simplicity. Go to Inbox under Settings to switch to the classic inbox where everything appears as one list.
Change Your Inbox Density To Default
Google offers three different display densities to personalize your inbox view:
The option you choose will determine how much white space you see between emails.
While it may be tempting to select the compact option to view more emails within your browser, we recommend setting the display density to default.
The default option allows you to preview attachments and directly click on those attachments without opening the message itself. This makes searching and finding essential documents a breeze.
To change the density of your Gmail, follow these simple steps:
1. Log in to your Gmail from your desktop.
2. Click the gear icon at the top right of your inbox.
3. Under Density from the Quick settings pop-up window, select Default.
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Archive Or Skip Inbox
There are certain incoming emails that are not opened but are important enough to not be deleted. Like a bank statement, or a receipt. These emails keep piling up. You can create a new filter with the recurring word in the subject line for such emails. This will club them together. Further, you can select skip the inbox under the filter to archive these.
Set Alarm Reminders For Monthly Folder Purges
Look at you getting ahead of the game! Now that your inbox is wiped clean and youve got future emails redirected to their rightful home, youve got to be a little proactive about those shiny new folders you just created. Yes, they are great for filing, but unless you keep them up each month, theyll end up being even more of a disaster zone than what you started with.
I like to set an alarm on my phone to remind me once a month to go through and purge my Gmail folders. This is something you can do while youre in line to pick up your kiddo from school or while youre waiting for your husband to just pick a damn pair of shoes to wear already! Its just the freakin grocery store! #sneakerheadwife
All youll do is jump into your folders and trash anything thats no longer relevant. Tried a recipe and hated it? Trash. Received the purse you ordered and are already out showing it off? Trash! Cashed in that coupon for a free Bloomin Onion? Trash, trash, trash.
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I Dont Use Emails For Simple Messaging Use Messaging Apps Instead
Many people make the mistake of texting via email instead of using a messaging app for this purpose. The reality is that emails were designed not to function as a means of communication for the immediate exchange of ideas.
Email is meant as a form of communication for comprehensive, detailed and structured information that requires documentation for later use and reference.
Emails can best serve you under the following conditions:
- Providing directional, meaningful, and timely information
- Providing detailed status updates
- Ensuring there is an official record of communication
- Sharing detailed data and information
When you choose to use your email service to pass across a message that would have been better sent via text or messaging app or a video meeting, you end up clogging your Inbox for no good reason.
We communicate more than we think and small and frequent messages have a way of building up to long threads. These tend to lose touch with the first email that started it all, which makes it impossible to find a specific message you are looking for deep within the thread.
Dont use your email for the following types of communication
- Small one-sentence updates
- Messages that do not require documentation
- Discussions where you expect a free-flowing back and forth conversation
- Short questions in an ongoing collaboration
- Daily communication with team members
Private Gmail users can use:
- Hangouts Conversations for communication that involves lots of little back and forth updates
Put More Relevant Emails On Top
Do you really need all the new emails right at the top of your inbox? I am sure you dont read all of them right away.
A great way to keep your inbox organized is to put the relevant emails at the top, such as the ones that are marked important or starred.
Gmail gives you five options to organize your inbox.
- Head to your settings
You can organize your emails using any of the five given options
And heres what each one of them means:
Default: It shows the emails in the order that they came in the layout we see every day.
Important first: Gmail uses its own prediction to determine which emails are important, and places them at the top of your inbox with a yellow marker. Everything else goes below that.
Unread first: This setting displays unread emails above recent emails. This is especially helpful if you use the read/unread as a to-do list.
Starred first: This is for the ones who use stars to prioritize their inbox. The starred messages appear first, followed by everything else.
Priority Inbox: Gmail learns what kind of emails you interact with the most, and puts them at the top of your inbox. This is great for folks who have to deal with a lot of emails every day.
An example of how you can organize your emails by relevance
This is one of those Gmail organization tips I can vouch for. It has worked wonders for me in terms of keeping away emails I dont want to deal with right away.
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Send Yourself Reminders With Gmail’s Snooze Feature
Did you know that you can use your Gmail as a reminder clock? With the snooze email option, you can set a time and a date for the email to pop back up in your inbox, which serves as a reminder.
To enable to snooze option in your Gmail,
Go to your Gmail account > Hover the cursor on the email you would like to Snooze > Click the clock icon on the right-hand side > Choose the duration of the snooze
Apply A Label To An Email
To apply an existing label to a new email, first open the email. Click the Label icon at the top of the email to open a drop-down label menu.
Click the name of the label you want to apply to the email. You can also click the Create new option to open the New Label box and create a new label for the email.
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How To Manage Gmail Labels
At the bottom of the Labels sidebar you will find the Manage Labels option. You may need to click More to see it.
If you click this option, the Labels Settings screen displays.
Use the scroll bar on the right side of the screen to scroll through the list of labels.
At the top of the Label Settings screen you’ll see the System labels. These include labels the Gmail system has defined for you such as your Inbox, Sent Mail, Drafts, Spam, and Trash.
Below the System labels you’ll find the Categories labels. If you use Google+ social media, your social circles appear below that. At the bottom, you’ll see the labels you’ve added yourself.
Beside each System label you’ll see two or three options beneath the heading Show in label list. The first two options, show and hide, allow you to decide whether the message label appears in the label list on the Gmail sidebar. If show is selected, the label is visible in the list. If hide is selected, it is not. Some labels have a third option, show if unread.
The Categories labels, Google+ circles, and the labels you’ve added yourself also have a column for Show in message list. You can show or hide messages with those labels. In addition, the labels you’ve added yourself have an Actions column that allows you to remove a label or edit the label .
Create And Manage Labels From The Settings Menu
Here is another way to create folders in Gmail from your PC or Mac computer.
First, open your Gmail. Search for the gear icon in the upper right-hand corner of your screen and click on it. Then, click See all settings.
You can also repeat the steps from the previous method. Go to the left sidebar where your Inbox and Sent folders are, scroll all the way down, and click on Manage labels.
Both methods will lead you to the same page.
Right under the name of the subsection is a small Create new label button. Click on it, and a new pop-up will appear.
Now, repeat the same steps from the previous method. Enter the name of your label and decide whether you want to nest it under an already-existing label. If so, check the box next to it and choose a parent label from the drop-down menu. Once youre done, click the blue Create button, and your new label will be ready for use.
And that would be everything you need to know on how to create folders in Gmail. Now that weve got that covered, lets talk about organizing emails into folders in Gmail.
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Unsubscribe From All Unwanted Lists
Its easy to lose track of all the mailing lists youve subscribed to over the years, but the constant influx of marketing mail is bound to clog up your inbox. So, before you go ahead and start organizing your Gmail account, why not unsubscribe from all the mailing lists youre no longer interested in?
There are a couple of ways to do this. The first one is to go into your Promotions tab, find the individual emails, and unsubscribe.
The other option is to use a third party app, such as unroll.me, to help you.
Add Color Codes For Categories
Color code categories according to subject to save time searching through your inbox. This method will help you quickly spot specific email types. Color categories also help you stay organized with notes, contacts, and appointments.
Go to the Tags group on the top bar and select Categorize > All Categories. In the Color Categories box, select New.
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Delegate Email Tasks Suitably
What if we receive an email that might suit someone else better? That might be because someone else is an expert for the email or is better acquainted with the task. Forwarding the email to the appropriate person is not only good for the task done but also for your email management. But also do not forget to follow up on whether the task was done or not, to make sure that things do get their due attention.
Enable Desktop Notifications For Gmail
If you’re waiting for an important email to come through, or you just don’t want to miss a message from your boss, we recommend enabling Gmail’s desktop notifications. This means you can work away in another browser tab and not have to keep obsessively checking your inbox to see if it has refreshed.
You can turn on Gmail desktop notifications by heading to your settings, then scrolling down the “General” options to see your “Desktop notifications” area.
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Gmail Labels Vs Folders
Similar to folders you can use with other email clients, you can create a label in Gmail to group together relevant emails. But unlike email folders, you can add multiple labels to one email for extra flexibility. Because an email can be part of multiple workflows, right?
For instance, Sales teams can use email labels to organize their inbox by creating different labels such as âLeads,â âContacts,â and âDeals.â
Project Managers, on the other hand, might create a label for a given project and another label to classify emails with an external vendor.
Gmail Organization: 19 Best Ways To Manage Your Inbox
Learn how to organize & manage your Gmail inbox. Instead of wasting hours going through your emails use Gmail organization tips
Keeping your Gmail inbox organized will let you focus on your most important tasks, free up valuable time, reduce your perceived workload and unburden you with the needless stress caused by an overloaded inbox.
This guide will give you Gmail organization tips that every member of our team is using to get more important work done, quicker. Well cover simple and accessible techniques to help you get to the coveted inbox zero, and show you the best ways to manage and organize emails in Gmail starting today.
To make things as clear as possible for you weve split this guide into 4 broad measures you can take to organize your Gmail inbox.
4 strategies to organize your Gmail inbox:
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Edit And Import Contacts In Gmail
If you have multiple email addresses with the same or different email clients, you can edit and import your email contacts from all addresses into your primary inbox with just two clicks.
Importing Contacts feature comes in handy especially if you use two or more email addresses for different purposes. By importing contacts, you wont need to switch between addresses to check out the contacts that are saved on different email addresses.
Use Focus Inbox To Allocate Important Mail
Focus Inbox is a great organizational Outlook feature that splits your inbox into two different tabs, Focused and Other. You can use the View tab to easily switch between Focused Inbox and Other so you can store priority emails in one place. Feel free to move emails between the two inbox tabs when needs and set all emails from a specific sender to end up in your Focused Inbox automatically.
Iii Unsubscribe From Any Email List That You Dont Regularly Read
When you subscribe to many mailing lists, you can expect your Inbox to suffer the consequences. All these newsletters will crave a share of your attention and do not relent in sending you as many emails as they can. In return, your Inbox fills up with emails that you probably do not need. Fortunately, Gmail makes it easy to unsubscribe from an email list about as easy as it was to subscribe.
Unsubscribe from an email list:
Step 1: Open the message in question
Step 2: Choose the Unsubscribe option
The Unsubscribe option is typically located just after the email address. Sometimes you can also find it by scrolling to the bottom of the email.
Step 3: Confirm Unsubscribe
A popup window will open when you click Unsubscribe, requiring you to confirm the action.
Provide the required confirmation. After doing so, you will have the option of likely moving the email to the spam label.
Mute Annoying Email Threads
Its time to leverage the mute feature when you no longer have to follow an email thread. Open the email, click the eclipse , and mute.
If you need to get up-to-speed quickly, you can find it in the All Mail view of Gmail. You can then unmute the conversation by opening the email thread and clicking the X button next to the Mute label at the top of the page. Once unmuted, the next time you receive a reply, it will show up at the top of your inbox.
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