5 hours and 52 minutes is how much people spend in their email inbox on average per day. Your email inbox is most likely a complete mess. And if it wasn’t, you wouldn’t be reading this guide about how to organize your email inbox.
So how about we shorten that time by a few hours so you can work less or get more done in the same amount of time? With these incredibly simple to apply tips and a bit of imagination, you will get your email inbox under control in 2020.
Organizing Your Email Inbox Starts with Prioritizing Your Replies
Not all emails carry equal importance. Meanwhile, some require more thinking or more time.
Being able to organize emails as far as importance will allow you to reply to the email recipents that need to be replied to first, just to name one example of how this first tip on organizing your email inbox can be used.
For instance, if some emails require longer replies, you can mark them with a label for that, and then reply to them later on.
Here’s How to Prioritize Your Emails:
- What you’ll need to do is to press on the ⚙️ icon in your Gmail, followed by pressing on Settings.
- Next, press on Labels and go to the bottom of the page.
- There you will see an option to create a new label. Do so with the name of your choosing. We, for instance, have a Priority Reply label for emails that need attention as soon as it’s possible when we are sending emails next.
- Now, go back to your email inbox, and where you see your new label, hover over with your mouse to the right side of the label. 3 stacked dots should now appear. Press on them.
- Choose to select your label color. Visuals play a vital role when it comes to organizing and getting your inbox under control.
We marked our To Reply label with red. Meanwhile, we marked the Replied label with green.
If you are marking invoices, you can select for paid invoices to be marked under green, and not paid invoices under red.
This simple system by itself will drastically take your inbox under control in 2020.
Here’s How to Label Emails:
On the very left of each email, there’s a square and a star.
Press on the square on every email that, for instance, requires an urgent reply. Now, on the upper top part of your inbox, you’ll see a label symbol. Select it and choose your desired label.
The emails you selected will now automatically have the color of the label around them, and if you click on the label itself on the left of your email inbox, all the emails under that label will appear.
Later on, when you sent an email and want to mark it as Replied, just press on that square again and repeat the process of selecting the label.
This is an incredibly easy way to organize your email inbox, and extremely helpful to those that have to deal with hundreds of new emails per day, which is pretty much all of us since an average American receives 126 emails per day.
How to Take Prioritizing of Emails a Step Further to Organize Your Email Inbox Even Better in 2020
Ever heard of email tracking?
If you haven’t, almost no one has. (That’s what we do.)
It’s one of the features that is not directly built into your email inbox as it would be too controversial, but a feature that can be very beneficial for cold pitchers, marketers of any kind, and well, pretty much anyone dealing with emails.
Why? As it allows you to see what happens after your email is sent.
Most people when they send an email debate about what happened with it. They wonder whether someone opened their email or whether they just ignored it. Without email tracking, we don’t know. If we did, we could increase our email reply rate and success tremendously.
Imagine seeing that somebody is opening your email a lot and clicked on links in the email, which would show that they are interested. With the help of MailTag’s Chrome add-on, you would know that, and since you would know that, you could categorize emails based on the likelihood of success.
You could then focus on those emails in particular, and as to the ones that weren’t opened, you could label them as No Reply or even better, you could automate follow-ups to emails that never got opened with the help of MailTag, saving you a lot of time on doing so.
Automatically Group-Specific Emails Together
The first step of this guide on how to get your email inbox under control covered a manual method of organizing your inbox. This one focuses on automatically organizing emails based on filters.
In this example, let’s put all of your invoices together with just a few clicks.
- Firstly, go back to your Settings by first clicking on the ⚙️ icon.
- Press on Filters and Blocked Addresses.
- Select to create a new filter.
- Put in related terms that you want to be grouped in the Has the Words section.
- Press on Create Filter.
- Now you’ll be able to apply a label to that filter, meaning that all the emails with a given phrase will go to that label.
- At the bottom of the email, you’ll see an option to apply the filter to previous emails. Select that option.
If you want all of your invoices to be in one place, this is a super quick way to do so with the help of filtering.
We like to use this for grouping emails from recipents that are important for us. The steps for that are almost identical, except instead of providing phrases, we provide an email address.
As a result, we can create a mini email inbox that consists of the most important emails.
Grouping Emails Together Also Helps Eliminate Unwanted Email
A lot of the clutter in our email inboxes is the result of thousands of emails that do not matter.
You can, in theory, have several email accounts to keep your email inbox more organized, but eventually, even those several accounts will become cluttered. Unwanted emails often find a way to enter your inbox.
And that’s where reversing of the previous tip comes in.
When creating filters, in this example, put in Newsletter, which almost every newsletter has within its structure due to “unsubscribe from our newsletter” section. If you get your inbox to filter for that word, while selecting for those emails to be archived or deleted, you will automatically remove thousands of emails that destroy your organization and make you look through emails longer.
That’s How to Organize Your Email Inbox in 2020
People spend about 5 hours and 52 minutes per day in their email inbox. That is very inefficient. These quite simple and short tips? They won’t eliminate you needing to be in your email inbox but will drastically lower the time you spend in your inbox, meaning you can spend that saved time on something else.
And if you find these tips useful and would like to dive into more, then our Gmail Tricks and Tips is a post for you.