How to Organize Emails
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Between the day gig, my book emails, and my home stuff, I get about 300 emails a day, and I have to have a way to keep it organized. It’s overwhelming. Here’s what helps me tame the chaos.
All of my personal accounts are set to appear on my phone and my laptop. If I delete an email on a device, it deletes it in all places. If I want to keep it, I leave it in the inbox until I can put it in a folder.
I believe in folders and subfolders. I use MS Outlook, so I can create them with a right-click. I have main sections for personal correspondence (e.g. doctors, family stuff, and business emails), book events (sorted alphabetically), each book (edits, publisher correspondence, and marketing items), book business (for agent correspondence, royalties, key dates, etc.), and clubs/organizations.
I have subfolders under each to keep things organized. There are many folders and subfolders. It makes it easier to find things.
The search features are also valuable if you’re looking for a person or a key word. The sort tool is also helpful when looking for who sent it or the date sent.
You have to be diligent with maintaining your emails. If you skip more than a few days, it will be out of control, and it will take you more time to catch up.
Anything I need to address immediately stays in my inbox. When I’m done, it (the original and sometimes my reply) goes in the proper folder.
Each day when I log onto my laptop, I look at my inbox to make sure I’ve addressed everything I need to. I save newsletters and announcements that I want to review later in the inbox. If it’s spam or stuff I’m not interested in, it gets deleted immediately.
I delete my sent and deleted folders about once a week. That gives me a buffer of time in case I change my mind about something I deleted.
When I plan an event, the tentative date goes on my calendar. I update it with details when it’s confirmed. I use my calendar on my phone for reminders, but I use a monthly four-year calendar since a lot of my events are planned a year or so out.
Each November/December I do the great purge. Each folder gets a quick look, and I delete any emails or folders that are out of date or not needed.
These are some of the things that keep me organized in my work and book lives. What techniques work for you?
