Almost everyone I know stores too many e mails. It makes it harder to find something, your e mail programme will load and act slower or they might just bother you – like any other clutter in your life.
Here are a couple of tips on how to have less in your inbox.
Just commit to doing one step a day – it shouldn’t take more then 10 min!
A. Declutter your inbox first – it’s easier then the ‘sent’ items
1. Sort your inbox by “subject”.
This way all emails concerning the same topic are automatically grouped together.
You will find
- Whole topics that are no longer relevant. Click on the first item then Ctrl click on the last to highlight the whole block and delete in one go!
- E mail threads that went on for a long time, but you can delete all but the most recent one – because that will have the whole thread in it.
2. Sort your inbox by ‘from’
You will find
- Correspondence with people you don’t have dealing with any more or you don’t like.
- E mails from years ago that are not relevant any more – just keep the last month of correspondence or so!
- E mails form newsletters and mail outs you don’t read any more or normally delete but forgot here and there.
3. Make it a routine
Delete the deleted items folder at the end of every day. Just go into ‘Deleted items’ and press Ctrl a! All will be highlighted ready for your to press delete!!
4. If you create sub folders in your inbox, don’t forget to do all the above for them, too. Just because you once filed it, doesn’t mean it has to be kept for eternity!
by telling everyone how many emails you just deleted and how great it feels!
B. do 1-5 for ‘sent’ items
C. Beware, there is more
(your email program is bottomless pit!)
1.Open the ‘search Folder’ on the left side.
Click on unread emails. Chances are there is a lot of stuff in there you didn’t even bother opening. Now is the time to delete them bar the one’s form last week!
2. Be aware of sub folders
in your ‘deleted items’ folder. You might have created them and then forgotten – mine get created by the system and I don’t know what to do about it – so I just open and delete content every so often.
3. Also of interest might be RSS feeds
I never subscribe to any, but used to get heaps and didn’t notice. You can unsubscribe but don’t forget to delete the one’s you don’t like!
4. For Outlook, there is actually a tool for cleaning up your system.
Go to: tools-mailbox cleanup and check out some of the options.
I find the option to find ‘big’ mail very tempting. This might make a real difference to the speed of your computer if you can identify and delete those choking big files!!
This is it, at least from me. If you happen to find more ways to get on top of your emails, please don’t hesitate to let me know with a comment here!