How to manage electronic mail

Managing electronic mail, also known as email, is an essential skill in today's digital age. Here are some tips to help you manage your email effectively:

  1. Create a system: Set up a system for organizing your emails, such as using folders, labels, or tags to categorize and prioritize your messages.
  2. Use filters: Most email providers allow you to set up filters that automatically sort, forward, or delete emails based on specific criteria, such as sender, subject, or keywords.
  3. Prioritize: Use flags, stars, or colors to highlight important emails that require immediate attention.
  4. Batch similar emails: Group similar emails together, such as responding to all emails from a specific sender or topic, to increase efficiency.
  5. Use canned responses: Create pre-written responses to common questions or requests to save time and reduce repetitive typing.
  6. Unsubscribe from unwanted emails: Regularly review your email subscriptions and unsubscribe from newsletters, promotional emails, or spam that you no longer want to receive.
  7. Use email clients with features: Consider using email clients like Microsoft Outlook, Mozilla Thunderbird, or Apple Mail that offer features like automatic filtering, scheduling, and reminders.
  8. Set boundaries: Establish clear boundaries with your email usage, such as setting specific times for checking email or limiting the number of emails you check per day.
  9. Use email management tools: Explore email management tools like Sanebox, Boomerang, or SaneBlackHole that can help you manage your email more efficiently.
  10. Take breaks: Take regular breaks from email to reduce stress and increase productivity.
  11. Use keyboard shortcuts: Learn keyboard shortcuts for common email actions, such as composing, replying, or deleting emails, to increase speed and efficiency.
  12. Use a "2-minute rule": If an email can be dealt with in less than 2 minutes, respond or take action immediately.
  13. Use a " Someday" folder: Create a folder for emails that don't require immediate attention, but may be important in the future.
  14. Use a "Waiting On" folder: Create a folder for emails that require action from someone else, and follow up with them as needed.
  15. Regularly clean up your inbox: Regularly review your inbox and delete or archive emails that are no longer relevant or important.
  16. Use email templates: Create email templates for common email types, such as meeting requests or follow-ups, to save time and increase consistency.
  17. Use a " Done" folder: Create a folder for emails that you've responded to or taken action on, to help you keep track of your progress.
  18. Use a "Snooze" feature: Use a "snooze" feature, such as Boomerang's "Snooze" feature, to temporarily remove an email from your inbox and have it return at a later time.
  19. Use a "Read Later" feature: Use a "read later" feature, such as Pocket or Instapaper, to save articles or emails to read later.
  20. Stay organized: Keep your email organized by regularly reviewing and updating your email folders, labels, and filters.

By following these tips, you can manage your email more effectively, reduce stress, and increase productivity.