Email Management

Gmail

• Schedule send feature.  Need to send an email but want it to be delivered at a later time/date?  Complete your email then use the schedule send button to select a date of later delivery and it will automatically send at that time. 

• Smart Features - Allow for email nudges where it’ll remind you when someone hasn’t responded after a set number of days, smart compose features, find and manage trips, create calendar events

• Templates - Create email templates so you don’t have to retype frequently sent messages. This feature is off by default, so needs to be turned on.

• Settings in each email program can allow for a prompt if there hasn’t been a response after a specified number of days

Outlook

• Organize Emails in Outlook - article

  Chuck app for iOS - Got 1000s of emails to clean up? Chick helps organize and allow you to batch delete as well as unsubsidized easily. 

  Unroll.me -app or desktop version allows you to easily unsubsidized and manage your emails from subscription lists

  Quick Email Cleanup Steps (manually without using a specialized app) 

• Create a new folder and name it “To Keep”

• Create another new folder and name it “To Sort”

• Identify if there are any messages in your inbox you already know you absolutely need to keep. 

• Move these messages into the “To Keep” folder you just created

• *Tip - Use the search feature to find a specific message by keywords/sender/date range

• *If you haven’t ever needed to reference this email in the past year+ it’s unlikely you ever will.  

• If you need to take more time to decide whether to keep or trash messages from a particular sender, use the search feature and their name or email and move all of these into the “To Sort” folder. 

• Once you’ve moved everything you want to keep into the “To Keep” Folder and all messages you want to take more time to review to the “To Sort” folder, review what’s left in your inbox and consider if you could unsubscribe from any mailing lists to reduce your future email management work.

• Press the Select All button in your inbox and delete.

• *Note- Some systems will allow you to delete the entire inbox, some will only allow you to delete 1 page at a time.

• Your inbox should be completely empty now. 

• If you created a “To Sort” folder, Go in and review each message in there, moving anything you want to keep long term into a designated folder or to the “To Keep” folder.

• Prompts to help you decide to keep or trash:

• Will there ever be a time I need to reference this again?

• Is there some other way I could find the info in this email if I needed it (if purchasing an item online, most websites have an account history you can log in to review, so keeping emails is unnecessary)

• Why would I need to keep this?

• Once you’ve finished reviewing everything in the “To Sort” folder you can Select All and Delete.  

• Delete the “To Sort” Folder

• Now that your inbox is quickly cleaned up, you can take a minute to decide how you’d like to keep it organized moving forward.  

• Recommendation to set a repeating reminder on your phone to do an email clean up a minimum of every few months (you may want to do this more frequently if you have very high email volume).