PAPERmaking! g! FROM THE PUBLISHERS OF PAPER TECHNOLOGY ® Volume 9, Number 1, 2023
function to create customizable templates and for small segments of text that you send often, such as your contact information or commonplace calls to action. Set up an auto-action process If you regularly receive emails that need to be forwarded to another person, such as invoices, financial reports or travel arrangements, consider setting up an auto-forwarding route rule. This involves creating guidelines based on subject line keywords and sender names that filter these messages and forward them to the right person via email. To do so, you can create a guideline in the same way you would for auto-sorting, but click the forwarding option and add the target recipients' names. Review your inbox for unwanted email subscriptions Regularly check your email for any newsletters, reminders or sales funnel messages you're no longer interested in. Click the available unsubscribe button to manage your email settings, such as unsubscribing altogether or reducing the number of emails you receive. This can help you speed up your email organization since you'll have fewer emails to manually or automatically sort. Categorize with labels, tags and flags Labels and tags allow you to assign email-specific categories that help you search for emails in your inbox or auto-move them to certain folders. These might include the name of individual projects, clients, types of tasks or deadlines. Flags can come as color-coded icons, and you can create your own color code system for prioritization or categorization. Some providers also have priority flags you can add to emails so that the recipient can see the email is important. You can use these categorizations to find specific messages quickly or further sort your folders by priority, task type and project relation. Opt for a shared inbox for teams Another way to reduce the number of emails in your individual inbox and improve your email organization is to create a shared inbox for a group of people who work together and need to see the same messages. For example, your organization may have a shared inbox for the marketing team, one for the finance team and one for the customer service team. If you're on the marketing team, you can search for important marketing- related messages in the shared inbox instead of sorting through your email, which may have a wider variety of messages. Establish email accounts for each portion of your life If you're a freelancer or contractor without an employer-sponsored email, creating an email account for each facet of your life can help you separate types of messages into dedicated inboxes. For example, you could have your personal inbox and your freelance inbox. If you have an employer-sponsored email, you might also separate any freelance or consulting work messages from personal and other work-related messages by having dedicated inboxes for each.
Please note that none of the companies mentioned in this article are affiliated with Indeed.
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Article 9 – Organising Emails
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