How to better manage your mailbox on a daily basis?
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How to better manage your mailbox on a daily basis?

Today, the mailbox has become an essential tool in our daily and professional lives. Nevertheless, it can sometimes be difficult to navigate through the mass of emails received each day.

This article presents some tips to better manage your mailbox and stay organized.

Organize your inbox

The organization of your mailbox allows you to be more efficient on a daily basis in your professional activity. If you are interested in the tips and advice to be more productive, do not hesitate to visit the site

To begin, the first step is to organize your inbox by creating thematic folders and sub-folders. This will make it possible to classify emails quickly and find them easily if necessary.

You can also use labels or tags to mark important or priority messages.

To organize your email:

  • Create folders: For example, you can create folders for your personal, professional emails, invoices, newsletters, etc To go further, create sub-folders inside these main folders.
  • Use labels: Some messaging offers to assign colors to messages to facilitate their identification. Take the opportunity to associate a color with each type of message (urgent, important, to read later, etc.).
  • Configure automatic rules: Most mailboxes allow you to configure rules to automatically filter incoming messages. For example, you can send all emails from a specific address to a dedicated folder.

Sort your emails regularly

Manage your mailbox well by also sorting. Indeed, it is recommended to take the time to regularly sort out your inbox to prevent it from becoming unmanageable.

Set specific times during the day or week to check and process your emails, depending on your activity and your needs.

Here are some tips to help you sort your messages effectively:

  • Read each message quickly: Take a few seconds to identify the subject of the message and decide if it is worth reading immediately, later or deleting directly.
  • Respond to important messages: If an email requires a quick response from you, deal with it as soon as possible to avoid forgetting it.
  • Archive or file completed messages: Once you have read and/or replied to a message, consider moving it to the appropriate folder or archiving it to free up space in your inbox.
  • Delete unnecessary messages: Feel free to delete unimportant emails, such as spam or advertisements. You can also configure a spam filter to limit their arrival.

Manage your subscriptions and bulk mailings

Park guide walks newsletters and other automatic messages can quickly invade our inbox if we are not careful.

Here are some tips to better manage these types of emails:

  • Unsubscribe smartly: If you never read emails from a certain newsletter, take the time to unsubscribe to prevent them from continuing to clutter your mailbox.
  • Create specific rules: You can configure rules to automatically send the newsletters in a dedicated folder or mark them as read.
  • Use a secondary email address: To prevent your subscriptions from polluting your main mailbox, create an email address dedicated to subscriptions to newsletters, forums or other online services.

Take full advantage of the features offered by your messaging service

Finally on the management of a mailbox, you must know the features offered by your mailbox and use them wisely to optimize the management of your email.

Here are some examples :

  • Use keyboard shortcuts: Most messaging systems offer shortcuts to quickly perform certain actions (archive, delete, reply, etc.). Learn them and use them to save time every day.
  • Configure automatic responses: If you are absent or unavailable, configure an automatic response to inform your correspondents of your situation and give them a return date.
  • Configure signatures: Create one or more custom signatures to automatically add your contact information to the bottom of your emails.

Some useful keyboard shortcuts for Gmail

Before you begin, make sure to enable keyboard shortcuts in Gmail settings.

To do this, go to Settings (the gear icon) > See all settings, then scroll down to Keyboard shortcuts. Click on “Enable keyboard shortcuts” then save the changes.

There are many shortcuts that you can even customize (All settings > Advanced settings). Here are the main ones:

  • c: Compose a new message;
  • / : Place the cursor in the search bar;
  • p: Reply to a message;
  • a: Reply to all in a message;
  • f: Forward an email;
  • e: Archive the selected mail.

Obviously, these shortcuts are specific to Gmail and will not necessarily work in Outlook or Thinderbird.

By following these tips and adapting your email management habits, you should quickly notice an improvement in the organization of your mailbox and a time saving in processing your emails.

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