Cheryl Erickson, February 2022

Change Your Love/Hate Relationship with Emails

Image your emails and how you feel about them. Are you frustrated, overwhelmed, or find it a chore? Most people are just like you and have a love/hate relationship with emails. There are ways to organize it and be in the know.

OUTLOOK

Folders

Using the inbox only for emails you are currently working on provides a space for action. Creating folders/subfolders for completed emails also makes searching and archiving easier.

Categories and Flags

Categories and flags are tools to manage emails and can be searched by category. If I have a Webinar category, click in the “Search” tab, select “search for categories,” and the category wanted. Flags are also searchable. I also use flags when something important requires my attention. With both, you can create your own.

Rules

Rules automate emails. If I have a folder for each subscription, create a rule to automatically move it from the inbox to the correct folder. That also keeps it unread to know what isn’t read.

GMAIL

Creating a Label adds a new folder and can also be used in searches and rules. There are Gmail Categories, but you cannot make your own. Select “More/Manage labels/Labels” from your folder list to set up your preferences. Clicking on an email gives you the option to star, mark as important or remove the label from that specific email.

Filters

Filters create the rules to automate your emails. Selecting “More/Manage labels/Filters and Blocked Addresses” from your list or choosing Settings/See All Settings/Filters and Blocked Addresses gives you the option to add rules.

OTHER TIPS

Regardless of your email system, there are similar options to organize your inbox, freeing up time and making searches effective. It is beneficial for communicating between you and your assistant, having a quick overview and knowing what to address.

If you have more than one email address, add them to one system for a quick review to transfer from one email address to another and save time.