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How To Sprinkle Magic On Your Email Inbox

Email can be exciting.  It can connect us to people and sometimes it can even bring us great opportunities.  However, it can be a drain on our time and easily get out of control. So here are some ways that you can sprinkle magic on your email inbox.

how to sprinkle magic on your email inbox

  • Keep your inbox empty

Having an inbox full of emails can be really stressful, as they just play on our mind.  So try to keep your inbox empty.  Then emails that arrive can be found easily and dealt with, rather than having to search through a big list to find things.

  • Start afresh

How out of control is your inbox?  Do you think it has gone past the point of salvage?  Will it take hours to get it in some sort of order?  If the answers to these questions are very, yes and yes, then just delete the lot!  It will make you feel better and you can then start being more organised.  You will save lots of time and stress; if anyone really wants an answer they will email you back again.

  • Look at it and deal with it

It is tempting to look at an email, then get distracted and get caught up doing something else, leaving the email to sit there, until the next time you look at it and may be the next time… So try this instead, open an email, review it and then action it straight away.  It might take some effort to start working like this, but it will save you time and energy.

  • Have a separate sign up email address

If you wish to subscribe to a newsletter or another service that is non urgent, use another email.  This will keep these emails out of your main inbox, allowing you to focus on them when you have time.

  • Assess and prioritise/categorise

When an email comes in you can;

  • Respond.  If you can respond to the email immediately and quickly, then do it right away.
  • Action/Task.  Will it take a bit longer? Do you need to do an associated task? If so add it to your to do list.
  • Delete.  If you don’t need it in your life, delete it.

  • Unsubscribe where possible

Every time a subscription type email comes in, ask yourself if you really need to read it?  If not, click the unsubscribe and remove your details.  If there’s not an unsubscribe option mark it as spam.

  • Notifications.

If you get notifications from websites such as paypal, set up a rule that makes all the @paypal.com emails go straight into a separate folder that you can look through at your leisure.

  • Schedule time to attend to your inbox

Make sure you schedule in regular time to keep on top of your emails, to prevent them getting out of hand.

  • Keep an external to-do list

Often an email will sit in our inbox as it needs us to do another task, if this is the case, create an external to do list and then archive the email.

  • Decide what time to check your email

Some people swear by checking their inbox first thing in the morning; while others focus on other tasks, leaving emails until later in the day.  There is no right or wrong way, but through trial and error you will find out what works better for you.

  • Concise replies.

There is going to be some emails you want to respond to, but remember to be concise.  They don’t need war and peace, just a few short, concise sentences.

  • Use Gmail labels

If you are a Gmail user, then you need to use Labels, one email can have multiple labels, but it can only be put into one folder.  So labels give you more options.  You can apply Labels manually to specific messages or you can use Filters to automatically apply them.  Labels combined with filters allows you to pre-sort your emails and organize your inbox automatically.

  • Canned responses or Auto text

Do you say the same thing again and again?  You can stop having to type the text out each time by using the “Canned Responses” option in gmail.  Pre-type your responses, insert your response of choice into the email, edit if necessary and send.  If you not on gmail, just google Autotext and install one, this will do the same thing for you.

 

Do you have any tips for taming your email inbox?

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Showing 52 comments
  • Michelle
    Reply

    Great tips! I love using labels in Gmail – they’re a life saver for filing away emails, and I know exactly where to find them if I need to go back to them at a later time. I use canned responses too – but often forget to use them and find myself typing instead >_<

    • You Baby Me Mummy
      Reply

      Ha ha, yes that would defeat the objective! 🙂 xxx

  • Amy
    Reply

    Absolutely amazing! Seriously huni, you do NOT want to see the state of my email. If I take one thing away from this though it is ‘they do not need War and Peace’ oh I think you meant to say ‘Amy’ after that hehehehe Fab xxx

    • You Baby Me Mummy
      Reply

      Ha ha! Yes it was just for you 😉 You need to use canned responses it would save you loads of time xxx

  • Donna
    Reply

    I have never heard of Canned Responses – thanks! This is on my to-do list for later! I keep my inbox empty and try and reply/action through the day where possible, only leaving more in depth emails until the evening when I have time to reply properly. Great post! x

    • You Baby Me Mummy
      Reply

      Hope it helps x

  • Rebecca U
    Reply

    I really need to schedule my time better to organise my inbox but I find starring or deleting works the best for em and stops me feeling overwhelmed x

  • Katie / Pouting In Heels
    Reply

    Amazing tips! Emails are the bane of everyone’s life are they not?! (Apart from when they bring some lovely blogging magic into our lives).

    I think the best tips I’ve ever heard you’ve covered – such as empty your Inbox and concise replies – however I read a belter the other day which said something along the lines of, do not check your emails for at least an hour in the morning. Make a list of what you hope to accomplish that day and THEN read your emails. Point being, that if you start the day by reading / answering emails, you end up starting it working to someone else’s agenda instead of your own. Good huh?!

    Now just to put it into action 😉 xxx

    • You Baby Me Mummy
      Reply

      Thanks hun, That is great advice too, I am a bugger for leaving it open all day… xxx

  • Katy
    Reply

    Not sure I’d be brave enough to delete the lot!!!!!

    • You Baby Me Mummy
      Reply

      Go on… you know you want to…..x

  • Jess
    Reply

    I definitely needed to read this; I have been putting off sorting out my inbox since the summer holidays finished and it is pretty bad! I like the idea of having a separate email address for signing up to non-urgent newsletters, and also labelling in Gmail. I’m going to start doing that! #sharewithme

    • You Baby Me Mummy
      Reply

      Oh I hope it helps 🙂 x

  • Kirsten Toyne
    Reply

    This is great. I work best when I only check it once a day and do everything at once. It is a hard discipline though because I want to peak at other times too. I like the idea of keeping my inbox empty. I will have to see if it is possible. It would save me re looking all the time at what is in there. Great post. thanks. Kirsten

    • You Baby Me Mummy
      Reply

      I’m a terrible peeker! 😉 x

  • Kara
    Reply

    I love organisation in my inbox, but this last year it has become out of control, this has inspired me to take a look xx

    • You Baby Me Mummy
      Reply

      Ooh hope it help huni xx

  • Alice Megan
    Reply

    I’ve got numerous email accounts to stay on top of everything, I’ve got a blog email (self explanatory), an important email for purchases, university and alike and a disposable email for the newsletters I just HAVE to sign up for but rarely read. I like that I keep everything separate it keeps my emails stress free trying to work out where a person’s got my email from!

  • Jennifer
    Reply

    Labels are such a great idea! I tend to keep emails for work reference but could really use a better organization strategy so this helps a lot! Thank you! Visiting from #theList

  • Kaye
    Reply

    Greattips, I love receiving email but it is hard keeping on top of it. Wish we could colour code (I might have to find an app for that). #thelist

  • Leandra
    Reply

    Great advice! Thanks for the reminder to keep my inbox tidy! 😉 #thelist x

  • Reply

    Fab advice Aby – I use INBOX by gmail which lets me snooze emails until I’m ready to deal with them leaving my inbox clear. I also swear by unroll.me which allows you to roll up all your subscription emails into one newsletter that you receive each day. It also lets you unsubscribe from marketing emails in one swoop which is SO satisfying! #TheList

    • You Baby Me Mummy
      Reply

      Ooh off to install those 🙂 Thanks huni x

  • Janine
    Reply

    Great advice. I always keep on top of my emails. I have many many subfolders and unsubscribe from stuff. Must be because I am organised with my email in work. #thelist

  • Haidee
    Reply

    I’m pretty good at keeping mine organised, I love how gmail have categories that it automatically puts them in! #thelist

  • Becky, Cuddle Fairy
    Reply

    Great advice & tips as always Aby. I’m switching over to gmail myself. I’ve been questioning my own email address for awhile & if it’s working properly. I will set up the folders & quick reply that you suggest, thanks! #TheList x

  • Lizzie Roles
    Reply

    Great post hun, I have huge trouble taming my inbox. A friend recommended a service that to me that unsubscribes for you, brilliant! I did it once but need it again so I’ll ask her what is was. Linking up too! Lizzie xo

  • Lisa
    Reply

    Honestly I didn’t think about sorting my emails and yet I desperately need to. Brilliant tips Aby, I need to unsubscribe and delete a lot!! Thanks lovely xx

  • Chloe
    Reply

    This is great advice. I’ve just deleted the lot and I’m going to start from afresh. My inbox overwhelms me most the time. It doesn’t help that I have four e-mail addresses. Brilliant tips as usual Aby. It’s kicked me into action. 😀 x

    • You Baby Me Mummy
      Reply

      So glad it has helped lovely lady x

  • Mummy Fever
    Reply

    Great tips – fine gets very full and out of control and then I have a big clear out 🙁 #TheList

  • Tin Box Traveller
    Reply

    I’m massively guilty of reading emails and then thinking ‘I’ll deal with that later’. ‘Later’ usually comes around a few days later when the email in question is half a mile down my inbox. I have however been unsubscribing from a lot of emails that I just don’t read. It’s made a huge difference #thelist

  • Julie
    Reply

    I love using Gmail labels and automatic filters. Makes it much easier to file and clean up the inbox.

  • Rachel
    Reply

    I like the look at it and deal with it thing. I sometimes look and forget to look! #thelist xx

  • Ali
    Reply

    I really need to unsubscribe to most of my emails, I didn’t know about the canned response option. That’s fab, I’m off to set that up now! #thelist

  • Isabella
    Reply

    Really good tips, thank you! I’ve never used Gmail labels before, but will look into this now and see whether it can make my life a little easier. You’re totally right though – either deal with an email straight away, or delete, but don’t let it sit there. I do that a lot, and then things just stack up, so will try to apply some of these tricks from now on. #TheList

  • Reply

    I currently have 8322 unread emails. I think I might need to just delete the whole lot. And you’re right, it does stress me out knowing they are there! #thelist

  • NewMummyBlog
    Reply

    Great advice Aby. You really hit the nail on the head with so many of your helpful posts.
    #thelist

    • You Baby Me Mummy
      Reply

      Ah thank yoy my love x

  • Lizzie Woodman
    Reply

    My inbox is terribly out of control – I’m just so bad at deleting things. Must improve! #TheList

  • Mrs Tubbs
    Reply

    Good tips for both work and play. #thelist

  • Louisa
    Reply

    Thanks for the tips Aby. I have never used the labels feature on my gmail but will look into it. I also had no idea that you can set up canned responses, its genius!

  • Random Musings
    Reply

    Fab tips 🙂 I didn’t know about the labels in gmail, I will definitely be getting onto that! Sounds like a real time saver. Thanks for hosting #TheList
    Debbie

  • Tracey Abrahams (The Anxious Dragon)
    Reply

    I am seeing the need for having a seperate blogging email for organisation. #thelist

  • Lisa
    Reply

    Some great tips I need to apply this to my work and personal email accounts #the list

  • Ruth
    Reply

    These tips are great. I didn’t know about gmail labels at all, will have to look into that! My unread emails notification is currently at over 1,200 for three email accounts, it’s a bit of a nightmare and pretty disorganised! I should definitely follow some of your advice! Thanks for hosting #TheList

  • Mim
    Reply

    Brilliant tips – I love a good organisation post 🙂 I cannot abide having emails in my Inbox that I have to scroll to see – but I think that says more about my possible OCD issues than being efficient! Mim x #TheList

  • Catherine Alice
    Reply

    Sorting out my thousands of emails has been on my to do list for TOO long! These tips have motivated me to make a start on it tonight, I can’t wait to unsubscribe from all the pointless emails I receive daily and have a clear inbox!

  • Jenny
    Reply

    My personal email is a mess, but I’m always worried that I’ll delete something important if I delete the entire lot. My blog email is much better, will remember these tips though! 🙂 x

  • Jenny
    Reply

    So true, I have to keep up on my emails and keep it read or empty so I can stay organized otherwise I end up reading the same emails over and over to remember. lol Great tips. Thank you so much for linking up to Share With Me. #sharewithme

  • A Moment with Franca
    Reply

    This is something that I need to do ASAP as my emails are getting a little bit disorganised. I have folders but I haven’t moved all my emails to their respective folders yet. I like the sound of the Auto text option in gmail. I didn’t know that exists. I will have a look. Thanks for the tips! Great as usual!! 🙂 x
    #TheList

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