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How to get your email inbox under control
A full inbox is a to-do list written by other people. Newsletters, notifications and threads you were copied on bury the few messages that matter. Getting it under control is less about willpower and more about a few rules that let much of your mail sort itself.
A practical system, then email apps.
Cut what comes in
Spend one session unsubscribing from newsletters and promotions you never read. Turn off email notifications from apps that also notify you elsewhere.
Let filters sort the rest
Create filters or rules that send receipts, notifications and newsletters to their own folders or labels. Your inbox then shows mostly messages from people.
Process, do not graze
Check mail at a few set times instead of all day. For each message, decide once: reply now if it is quick, hand it on, schedule it or archive it. For planning the rest of the day, see how to plan your day around your energy.
Archive without fear
Search makes archived mail easy to find, so archive anything that needs no action. Keep the inbox for things you still need to do. Compare apps in email apps.
| Step | What you do | Why |
|---|---|---|
| 1. Unsubscribe | newsletters and promos you skip | less coming in |
| 2. Filters | route notifications and receipts | inbox for people |
| 3. Set times | check mail at fixed points | focus between |
| 4. Decide once | do, delegate, defer or delete | no rereading |
| 5. Archive freely | search finds it later | a clear inbox |
Frequently asked questions
How do I get my inbox under control?
Unsubscribe from what you skip, use filters for notifications and receipts, check mail at set times and decide once on each message.
Should I delete or archive emails?
Archive what you might need later; search will find it. Delete obvious junk.
How often should I check email?
At a few set times a day works for many people, unless your role needs faster replies.