Zero inbox is a way of email management to keep your inbox empty. Do you feel it is impossible to achieve? Well, then you are in the right place because this article is just for you. You will go through simple methods to reach zero inbox and get rid of unnecessary emails.
Today our emails have become so important that we need to check them regularly. It could be related to your bank, EMIs, the brand offers, personal emails and most importantly work. Reading and managing all the emails on a regular basis has become a task in itself and to reach zero inbox seems a time-consuming task.
Having been scared of such a tiresome task, you have always avoided doing it and asked your friend “how to get a zero inbox?” You might have even ignored a new email because you were worried to look at the pile of unread emails in your inbox. But here are some tips to manage your inbox like a pro and reach zero inbox quite easily.
Is a zero inbox really possible?
Oh yes, my young apprentice, it is! I organized my main email about a month ago and I’ve kept it clean. When I log into my email I no longer open it with utter dread. I just open it up and respond to each message accordingly and move on. I check my email 3 times a day and spend about 10-15 minutes tops going through all of the messages.
I’m telling you it couldn’t be easier. I was a girl with 3 different email addresses and 2 out of the 3 messages were filled with 500+ messages in them. It took me less than an hour in each of my emails to set this up.
You can have a zero inbox with virtually any email platform!
I have a personal Gmail and a personal Yahoo email account. Yes, setting them up was a little different, however, the way I organized my email stayed the same. I’m going to walk you through how to set up your Gmail account. After you are done you are going to say, “why haven’t I done this sooner!!”.
You will not have to open new email accounts for this to work. Promise!
As I said before I have 3 email accounts. Two are personal and one is for work/business. Why do I have 3 email accounts? Well, let me explain;
I can safely say, one is pretty obvious. I really do not want to mix business and pleasure so having 1 email set up only for business I think is smart. I would hate to accidentally delete a message or have a message get lost in the shuffle. This is a CYA method of mine.
So why two personal accounts?
Well, everyone asks for your email right! You go to the store and in order to use their coupon you have to enter an email. Ugh… Some stores I want to receive a weekly update for. There are some bloggers that I cannot wait to read their new email.
So I have an email for, Ya, I really don’t care but, I’ll sign up because I feel bad for the girl behind the register who is asking. Or you know you order 1 thing 1 time from that 1 store and you are constantly getting their emails. Well yes, that is for this account.
Then, I have an email account specifically for my friends, family, bloggers I love, and the stores I shop at always. You can see how this can get out of hand really quickly.
What exactly is a zero inbox?
It’s quite simple, it is simple, your inbox with 0 messages.
Don’t get me wrong, your email still has messages stored in them.
They are just not in your inbox.
Your messages are organized which makes them easier to respond, delete, or archive.
You will still be storing important emails.
Yes, I still have email messages within each of my accounts. However, I probably have a total of 30 messages within my account.
Think of your messages as a big stack of papers that you need to go through.
How do you go through them?
One by one.
Which will take some time, but once they are filed away you don’t have that dreaded big stack of papers, right.
When you go through your papers you don’t file each and every paper, right? A lot gets thrown out.
Let’s dive in, shall we!
Tip 1: Never ignore emails
No ignorance is not a bliss! You need to encounter your emails whenever they arrive and take a quick action. The last thing you should be doing is to postpone and pile up your emails.
The best thing would be to fix a time to check your emails regularly. For example, a particular time in the day like early in the morning or late at night, whatever is suitable for you. You can even set two times in a day if you receive emails frequently.
Tip 2: 3 steps to make it simple
When you receive emails that require no response but you may need them in future, archive them immediately.
If an email requires a small reply as an acknowledgment or so, reply and archive it immediately.
If an email requires a long reply and you don’t have the time. Put it on snooze for the time when you will be supposedly free.
Tip 3: Get rid of unnecessary emails
Your inbox is definitely full of those subscriptions which you neither give any attention but nor do you unsubscribe them. Thus, they build a long list in your inbox and scare you away with the numbers.
Unsubscribe the unnecessary emails or create a manual filter to send them into spam. Now, you are left with the emails which are actually important.
If you really don’t want to miss some deals/offers, go to Google settings and make a bundle of them. Google will show it to you once in a day/week.
Tip 4: It is all right to send one to five lines of reply
Most of the time you skip replying to emails because you think one line or short reply won’t do. However, there is no rule for that. You can send short-reply emails related to work.
Faster and shorter replies are any day better than a long and delayed reply. So, instead of postponing and collecting a list of pending emails just reply right away whenever possible.
Tip 5: Setting up multiple inboxes in Gmail according to our need
To manage the emails efficiently, we can divide our inbox into different categories. For example: To do, Work, Meetings, Personal, Favorite Stores, etc. Don’t worry, it won’t be difficult to manage. Your inbox would still show all the emails together on the left. However, on the right side of the same page, you will be able to see all your emails systematically organized under their inbox heading.
Here are the steps to make your own multiple inboxes:
- Go to Gmail ‘settings’
- Go to the inbox tab.
- Choose “No Markers” and “Don’t Override Filters”.
- Don’t forget to save the changes.
- Go to “settings” again and go to the “Labs” tab.
- Enable the multiple boxes.
- Reach to the “compose button” and scroll down to “Create New Label”.
- Now you can create any label of your choice, for example, work, personal, to do, etc.
- You can also choose a different color for the different labels so that you can visually identify them. Select the “Label color” while setting up the labels. Don’t skip it!
- Go back to settings. Click on “multiple inboxes”.
- Now write the name of each label in the boxes given under “search query”.
- The format of the label should be- “is:label-name” for example:- “is: to do”
- Don’t forget to save the changes by clicking the “save changes” tab at the end of the page.
Instead of having to remember each and every step of this process, I created a checklist for you. This will walk you through the entire process so you can finally create a clean inbox!
Will you become a zero inbox type of a person?
By following the steps that I shared in this post you’ll be able to organize your inbox so you can achieve a zero inbox in no time. Thank you so much for stopping by. Have an amazing day.