An average worker spends 28% of their time in their email inbox. With these 4 essential tips for organizing your Gmail inbox, you will not only be able to find the emails that are important to you quicker, but you will also be able to send better emails.
…Meaning that you can spend that time saved on getting more work done, or on scrolling through your Insta, depending on what you are into…
Some guides on essential tips for organizing your Gmail inbox will show you how to automatically remove a lot of your emails, and while it’s fine to remove some of them, do you really want to say goodbye to most of your emails forever?
Instead of removing emails, it’s a lot better to archive them. That way, they are gone, but if you ever still need to view them, you will have that possibility.
You could do this process one by one, going into every email and pressing on Archive, but that’s a pretty long process.
Instead, what’s a better option is if you filter for emails that you do not need.
- For that in your Gmail or G Suite, press on the gear icon followed by Settings.
- Click on Filter and Blocked Addresses.
- Now press on Create a new filter.
From there, you can now select what you would like to filter for.
In our case, we are looking to cut out all the newsletters. Thus we put in “unsubscribe from the newsletter” as that’s what all legally run newsletters have.
After you do that, press on Create Filter.
Lastly, press on Skip the Inbox and on the last box to make sure this filter applies to your past conversations.
With that, you have, in a few steps, removed a lot of emails without actually fully removing them.
How to take full advantage of archiving emails:
- Archive the emails that you don’t think are of much use to you the second you see them.
- Create filters around phrases and email addresses that you don’t find of value.
Label Your Emails
Gmail doesn’t know you.
It doesn’t know who’s Martin and of how much importance are the emails from Ben.
And while Gmail is able to differentiate between primary emails and promotions, that’s pretty limiting as far as the organization of your emails goes
By utilizing labels and filters together, you can quickly fix that issue.
In this example, we will show you how to create labels so that emails from specific recipents can go into their own inbox.
- Go to Settings and once again press to create a new filter by clicking on Filter and Blocked Addresses and Create a New Filter.
- In the “From” section, put in the email of the recipient, that you want to create a label for.
- Now, press on Create Filter.
- Tick the “Apply the Label” box and create a label with the name of your choice.
By using Gmail labels, you’ll be able to organize your Gmail inbox in a way that allows to see the emails that matter to you right away.
Our recomendations, to take full advantage of labels in Gmail:
- Create labels for your work team.
- Label emails with phrases that often are included in important emails you recieve.
- Label your invoices, etc.
Labels are essential for organizing your Gmail inbox, which is why we are also attaching a video on labels:
Take Action on Your Incoming Gmail Inbox
The only reason why you are searaching for these essential tips for organizing your Gmail inbox is because you haven’t been taking care of your inbox as you were going along.
The key to always having a clean Gmail inbox is to just take care of it right away.
Any emails that you don’t need, archive, or delete, right away.
But this is also where creating 3 types of labels comes in useful.
We mentioned already that it’s a great strategy to have labels for your important contacts.
But it’s also important to label emails based on their importance.
We use 3 mains labels:
- REPLY ASAP
- Requires more Work – REPLY SOON
- Important, not urgent
Depending on how many emails you receive, it might also be useful to separate your emails into:
- Unknown, Important
- Known, REPLY ASAP
Prioritize Your Emails Better
Gmail isn’t just about the emails you receive, but also about the emails you send.
The feature we are about to mention is not directly built into your Gmail, but it will make a huge difference for your Gmail account because it can be beneficial to cold pitchers, marketers, salespeople, and overall simply to anyone that deals with a ton of emails.
As it allows you to see what happens to your email after it’s sent.
Ever heard of email tracking? That’s what we do at MailTag with our Google Chrome extension.
If you are able to know what happens with your email after it’s sent, you can create labels such as:
- Opened email a lot, didn’t reply. Custom follow-up
- Opened email once. Simple follow-up.
- Didn’t open email yet.
With these types of labels, you will be able to manage the emails you just sent, and thus will be able to organize the follow-ups you need to send, better. Thus increases chances of success with your emails.
Don’t yet send follow-ups at all? MailTag can automatically send follow-ups on emails that were not yet open for you, but if that’s the case, we highly recommend you check out our post about follow-ups.
These Are Key for Organizing Your Gmail Inbox Effectively
And there you have it. These are the 4 essential tips for organizing your Gmail inbox.
They won’t necessarily make your inbox crystal clear right away, but they’ll clear up what’s important, allowing you to prioritize better while cutting out everything else out.