6 Email Hacks That Keep Me From Spiraling Every Time I Open My Inbox
I’m always moving at 100 miles per hour, and my brain is moving at no less than 200 miles per hour. I have 30 tabs open on my computer and twice as many in my brain—half of them playing music and the other half reminding me about something I will ultimately forget (shoutout ADHD?). I’ve been this way for as long as I can remember, but after stumbling into a very corporate job after college, I quickly understood the importance of efficiency, especially as it pertained to my inbox. Basically, if I didn’t learn how to run it, it would run me.
Between keeping track of client emails, fending off spam, and trying to sound professional, my inbox felt like a room I could never fully clean, no matter how hard I tried. I tried every method and folder system—I even tried the “mark as unread and pretend it doesn’t exist” technique. They hardly ever worked and were time-consuming to set up (time was not a luxury I had). But finally, after lots of trial and error, I found a few inbox hacks that helped me manage my inbox and my sanity.
Since implementing them, I have felt my productivity and confidence grow at work and my email-induced anxiety slowly fade. Now, I spend less time digging through messages and more time focusing on the parts of my job that actually matter. So, if you’re trying to get out of the scary dark room that is your inbox, look no further than these email hacks. Trust me, your stress levels (and your future self) will thank you.
1. Set up delay-delivery
If you took one look at my embarrassingly bad spelling and grammar skills, you’d never guess that I spend my days talking to corporate executives. It’s not that I’m terrible (OK, maybe a little), but I type too fast, hit send too soon, and end up with way too many small mistakes. When I discovered the undo-send feature in my inbox, it felt like hitting the jackpot.
This feature gives you a grace period—AKA the ability to revert an email before it actually goes out. I now have six glorious seconds after hitting send to catch my mistakes and snatch my email back from the abyss that is the “cloud.” This simple setting has saved me from more “Oops, what I meant to say…” follow-ups than I care to admit.
If you use Outlook, like me, you can set this up in your “Compose and Reply” settings, as shown in this tutorial video. If you use Gmail, you’re in luck—this should already be set up for you on a five-second delay. For a longer delay, head to your general settings and adjust it up to 30 seconds.
2. Organize projects or clients by color
I work with about 15 clients who all have their own contacts and partners. Naturally, keeping track of all of their information and projects used to be a daily stressor. I swear, no matter how many YouTube organizational videos I watched, every system left me searching longer for emails than before and quickly became counterproductive. Then, I discovered color categories in Outlook. These help you easily recognize and organize related items such as meetings, appointments, emails, notes, contacts, and more.
Now, anytime I get an email or need to set a meeting, I can categorize it for that specific client or project. From there, all I have to do is navigate to the category to see the whole picture. I’m a sucker for a color-coded system, but even if you’re not, these will help streamline your workflow.
To start using these in Outlook, follow this tutorial, which shows you how to create categories and assign emails and calendar invites to them. If you use Gmail, you can create labels that act similarly (but for emails only). Either way, these basically work as folders to keep everything organized in one place.
3. Set up rules to automatically sort emails
If you love the idea of sorting your emails by things like sender, subject, or emails with attachments, but you don’t exactly have the time or will to do it, creating rules (or filters, as Gmail likes to call them) to automatically do it for you is the ultimate hack. These work like a little inbox genie—automatically organizing your inbox in the background. Rules can be set a variety of ways, which makes them a great option for anyone in any industry. Personally, I mostly use rules to automatically color-categorize and file emails (you’ll never catch me doing that manually ever again).
Another handy thing you can do, specifically in Outlook, is make emails show up in a specific color, depending on their content or sender. For example, emails from your manager can appear in red, or emails with attachments can show up in yellow. This is what Outlook calls conditional formatting. These rules easily bring attention to important emails, which is a great way to stay on top of things.
4. Use templates to build your emails
The longer I am in corporate America, the more I resonate with the saying that time is money. Hours of my day go into fielding common questions, and I loathe the time suck that is having to type the same email over and over again. When my first work mentor introduced me to templates, I swear they saved me hours of unnecessary typing. Basically, you can compose an email and save it as a template, then reuse it anytime you want it, adding new information if needed.
Outlook has an additional feature called “building blocks,” which allows you to save and use commonly used responses or blocks of text, instead of a whole email. For example, if you are talking to a coworker about a project with unique details but they also need to know the answer to a common question, you can insert your “building block” in that portion of the email. If you use Gmail, have no fear. You can do the same thing by keeping commonly used blocks of text on a sticky note on your desktop or in a Google Doc. Not only are templates quick to set up and use, but they help keep your emails consistent and allow you to spend more time doing the other important elements of your job.
5. Automatically unsubscribe from clutter
Unfortunately, I don’t have a hack to magically reduce your work-related emails, but I can help you declutter the rest. Setting up a “Probably Spam” folder is one of my favorite personal and professional email hacks. Basically, I created a rule that automatically moves any email containing the word “unsubscribe” into a separate folder. Why? Because 99% of the time, those emails are newsletters, marketing blasts, or just not that important.
Every once in a while, that 1% shows up and something useful sneaks into my folder (hence the probably). This is why my rule doesn’t delete them outright, but keeping them out of my main inbox has been a productivity dream. This has allowed me to focus more on the more relevant and important emails. Plus, it has significantly lowered my stress. There’s no jump scare quite like having 100 emails to sort through.
6. Create a “Yay!” folder for accomplishments
This is the easiest tip to implement, and it has paid off the most for me in the long run. At every job I’ve had, I’ve created a folder in my inbox titled “Yay!” (Feel free to come up with something more creative than me). This folder is strictly for my work wins including any shoutouts, compliments, or positive feedback I receive. It’s been a total game changer for performance reviews, salary negotiations, and, honestly, for those “why am I even doing this?” days.
If you get positive feedback in person or on a call, all is not lost. Send yourself a quick email with the date, who said it, and what was said, and file it away. Having all my wins in this folder has saved me hours of preparation before negotiating benefits, raises, promotions, and bonuses. Plus, I’ve found that reading through my “Yay!” folder after a bad day can completely boost my mood. This folder of confidence boosters can (and should) go with you to any job in the future, so you always feel confident in the workplace.
ABOUT THE AUTHOR
Abby Peterson, Contributing Writer
Abby is a Chicago-based benefits consultant with a degree in marketing from Loyola University Chicago. She shares her communication expertise with businesses while also serving on the steering committee for Link USA. Her passion is finding creative ways to communicate in the corporate world and through writing with The Everygirl. More