Another week has flown by so quickly, where does the time even go???? But nevertheless, we march forward. Let’s talk about email organization. With everyone being granted easy access to technology today at our finger tips, emails have become quite the space hoarder. Organizations and small businesses use this a lot to run the organization internally and to also communicate externally. As such, we all know that means, tons of emails being dumped into your inbox daily. But, if you want to be efficient, then organization is key, so let’s get to it.
Depending on who your email provider is, there may be a host of options to help organize your inbox. But let’s focus on GMAIL, as most startups and small businesses use this.
Filters, Labels, Stars, Snoozing and auto-archive, are just some of the ways to organize you inbox. Let’s start with Filters.
1: Filters, help to declutter what we see immediately in our inbox. Say you wish to no longer see emails from a particular sender, you can always just create a filter that tells your inbox to redirect it to either spam or archive. Thereby, freeing up the immediate inbox space.
2: Labels, my favourite. We get to color coordinate, and that’s the fun part. Say for example, you have all your unimportant monthly subscriptions that aren’t as important (not Takl’d, we adding value here), you can create a label that says Subscriptions. Thereby, you now can use your filter to direct them to that label in a folder, so when you have the free time, you can browse through those without having to waste time going through unnecessary emails. You can also, add multiple labels to an email…yippeee!!!
3: Stars, are flagged as important. So Gmail will put those first in your inbox, right behind priority mails. Priority mails are what GMAIL deems as important based on communication. So your email is basically studying you and understands that emails of a certain kind are important to you and will put those first in your inbox. Then once you have starred certain senders, those are listed below priority.
Finally, snoozing and auto-archiving. I bet you didn’t know about snoozing. An important email comes in, but you are so busy that you forget to reply and then it becomes lost in the mass mails that is your inbox. Don’t worry, Gmail let’s you snooze it at a time and date that is convenient for you, and it basically pops up back in your inbox, like it was never read. Then we have auto-archiving. This is set up just like a filter. This sends all the mails you want to the archives. Inbox unaffected and you are undisturbed. So no aimless reading and searching.
So, that about covers it for this week’s tips. If you still need clarity on how to optimize gmail for you…shoot me an email and we will be more than happy to help. Until next week.