Is your in-box getting on your nerves? Is your email piling up like some sort of imaginary stack of junk mail a mile high and still growing, with no end in sight? Do you dread the thought of even looking at your inbox?
You, my friend, are missing out on one of the best advances in modern life, not to mention missing the whole point of email; it’s fast and easy.
But, that’s the problem with email too; it’s fast and easy. So, everyone does it. A LOT. And, if you don’t manage your account you’ll soon end up buried in junk.
The good news is that the same modern advances in computing that brought us things like email, also bring us a whole host of tools with which to manage it.
That said, nothing beats common sense, like not giving your personal address to businesses. But, I’ll get to that in a minute.
First, I’d like to tell you a little story about my Mom. She lives in Kansas so we don’t see each other often. Years ago she was the absolute worst at checking her email. She’d give her address to everyone that asked, get buried in junk mail and never even see all the messages from her kids, some with photos she missed.
Finally, I sat down with her and showed her a couple little things she could do to manage her inbox. I’m happy to say that these days the problem is no longer a problem and Mom is just as connected as anyone can be. In fact, now that she’s been using an iPhone for years, I think she’s maybe more connected than me!
Here’s what I told her that helped her lift the dreaded inbox off her shoulders and put it to work for her like the tool it is supposed to be.
- Don’t go to your email, make it come to you. Just because you signed up at hotmail.com or gmail.com doesn’t mean you have to go to those sites and log in every time to get your email. Use an opensource program like Thunderbird to manage your email via POP and SMTP. When you install software like Thunderbird, you get all your email in one place. Whether it is from your domain or gmail or wherever you have an email address, it all goes to this one place, this one program. You can also use other programs. (But, I’d avoid Outlook or anything by Microsoft as they’re often the targets of hackers and viruses.) You can set up folders for certain types of emails and filters to automatically place emails in the correct folders, or do other things with them, like delete them if they’re from a certain domain. You can prioritize by color coding emails and much more.
- Use more than one email address and reserve each for it’s intended purpose. For example, I have a personal email address that I only give to family and close friends. That’s it. I tell my friends and family when I give them this address that this is a private address, no sharing.
Then I have my business email address which I only share with clients and colleagues. I do get some spam in there and that’s unavoidable so I use filters and the junk mail filtering in Thunderbird to manage it. It is rarely bothersome.
Finally, I have a third email address dedicated to junk mail. I use this address anytime I’m browsing and some pushy sales script wants an email address before it’ll do something or for when you need to subscribe for something to work. This inbox I never check (unless confirming a subscription) and let Google worry about it piling up. They apparently don’t care.
- Make checking your email easy/fun. Thunderbird makes it easy if you use a laptop or desktop computer every day, and it’s free. You can also use plugins for browsers like Firefox that notify you when you have email. There are also desktop applications that will put it right on your desktop. Then there is Baydin’s Email Game – an add-on for the Chrome browser that turns email processing into a fun game by setting a time limit for dealing with each message in your inbox and awarding points for each message you handle.
But, what if you don’t even use computers? Well, my Mom went with the iPhone. And, I have to say it really works. She can take pictures now and send them in an email to me in a flash, not to mention she can just send a quick reply or email anytime. She also checks her email as if it’s her phone, which it is, I suppose. It’s fantastic and we all stay in touch a lot more now. We don’t live close, but we’re a lot closer now that she checks her email.
So, if you’re email inbox seems to have the upper hand at the moment, an iPhone might be a great addition to get caught up. Or, maybe try Sanebox. But, I’ve only just heard about it and it’s not free, like the iPhone.
For the average computer user though, who wants to whip that inbox into submission, following the free tips above alone will help immensely.
Happy Emailing!