How to organise your email inbox

Here’s how to start your email declutter and it’s just as satisfying!

Start with a ruthless clean‑out

The first step is easy – hit delete!

Get rid of:

• Old newsletters you’re never going to read
• Random sales emails from last year
• Anything older than six months that you’ve already replied to or no longer need

And while you’re at it, unsubscribe from mailing lists you don’t find useful anymore. If your inbox is constantly filling up with tempting discounts or irrelevant updates, it’s time to let some of them go.

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Set up folders that make sense to you

Think of your inbox as a digital filing cabinet. You wouldn’t throw every bit of paper into one drawer, so don’t do it with your emails.

• Create folders by topic, project, person or urgency – whatever helps you stay organised.
• Use subfolders if needed – for example, a main folder called ‘Work’ with subfolders like ‘Reports’, ‘Meetings’ or ‘Invoices’.
• Keep folder names short and clear so you don’t get overwhelmed by a long list.

Use filters and rules to do the heavy lifting

Most email platforms let you create rules to automatically sort incoming messages. For example:

• Send all newsletters to a ‘Reading’ folder.
• Move receipts into a ‘Finance’ folder.
• File work emails from your manager into a special folder so they don’t get lost.

Set it up once, and your inbox will start organising itself like magic.

Add labels, flags or stars

Think of these as virtual sticky notes. Use them to highlight what needs action or follow‑up. For example:

• Red flag = urgent
• Star = needs a reply
• Label = category or topic

This makes it much easier to prioritise, especially if you’re short on time and need to quickly find the important stuff.

Archive what you’ve already dealt with

Don’t let your inbox turn into a storage unit. Once you’ve replied, actioned or read an email, hit ‘archive’. It’s not gone – you can always search for it later – but it’s out of the way and not cluttering up your day.

Check in regularly

Like any kind of clutter, inbox chaos builds up when you stop paying attention. It will be easier if you try to:

• Set aside 10–15 minutes every few days to tidy things up.
• Clear out anything you don’t need, file what you want to keep, and action what needs a response.
• Do a bigger clean‑up every few months – like a virtual spring clean.
• Don’t use your inbox as a to‑do list – jot important tasks down somewhere separate so they don’t get buried.
• Be realistic – you don’t have to reply to everything immediately. Be kind to yourself and work through emails at your own pace.
• Think carefully before you subscribe to something – do you really need or want it?