Declutter Your Inbox: How to Organize Your Work Emails

Declutter Your Inbox: How to Organize Your Work Emails

by Thomas

Decluttering your inbox can feel like an overwhelming task, especially when you are bombarded with numerous emails on a daily basis.

But, with a few simple tips and tools, you can get your work email organized and under control.

A great way to overcome email overload!

Tips to Declutter Your Inbox

Here's how you can declutter your inbox and increase your productivity at work.

Unsubscribe from Unnecessary Emails

Unsubscribe from emails to declutter your inbox

One of the quickest and easiest ways to declutter your inbox is to unsubscribe from emails that are no longer relevant to you. This includes newsletters, promotional offers, and any other email that you no longer need. Use the "unsubscribe" link at the bottom of the email or go to the website's "subscription" settings to remove yourself from the mailing list.

Create Folders and Labels

Creating folders and labels can help you categorize and focus on your emails. For example, you can create folders for work projects, client emails, and personal emails. You can also create labels for important emails, such as "Urgent" or "To Do". This way, you can find what you need without having to sift through hundreds of emails.

Use Stars or Flags

Declutter your inbox by using star or flag

Another tip to help you declutter your inbox is to use the "star" or "flag" feature in your email client. This allows you to mark important emails that need your attention, and keep them separate from the rest of your messages. This way, you can see which messages need your immediate attention, and which ones can wait.

Use Filters

Filters can help you categorize and sort your emails. For example, you can set up filters to automatically move emails from a specific sender or with a certain subject line into a specific folder. This can help you keep your inbox organized and free from clutter.

Use the Two-Minute Rule

Declutter your inbox by following the 2 minutes rule

The two-minute rule states that if you can complete a task in less than two minutes, you should do it right away. The same rule applies to emails. If you can quickly respond to an email or take action on it, do it right away. This way, you can clear up your inbox and avoid letting emails pile up.

Turn Off Email Notifications

Email notifications can be a major distraction, especially when you are trying to focus on your work. To avoid being distracted by constant email notifications, turn off your email notifications and check your inbox at designated times during the day. This will help you stay focused on your work and avoid being sidetracked by emails.

Archive Old Emails

Archive old email to declutter your inbox

Archiving old emails can help you free up space in your inbox and keep it organized. Archived emails are still accessible if you need to refer to them later, but they are no longer cluttering your inbox. Most email clients have an "Archive" button or option that you can use to archive emails.

Use Email Templates

Email templates can help you save time and be more efficient when responding to common questions or requests. For example, you can create a template for out-of-office replies, meeting requests, and follow-up emails. Simply customize the template as needed and send it out. This way, you can respond to emails quickly and avoid having to write the same thing over and over again.

Follow Email Etiquette

Follow the email etiquette

We write a lot of emails. That means that we also write a lot of emails that elicit a response, even when we don't really need one. One sure way to have less email is to follow a few simple rules of etiquette. For example, if you need a response, ask for one. But don't add questions that apply to other topics. You'll find yourself with clutter once more. You'll probably find that emailing at specific times keeps the clutter down as well. If your recipient is in a different time zone, try to email during a period when they'll be able to see it sooner rather than later. This can help to keep you from waking up to an overloaded inbox of replies from late-night emails.

Use Rules to Automate

No matter which email client you use, chances are that it includes some built-in features to help you automate and filter email. Missive, for example, offers powerful rules that you can use to optimize your workflow. Putting these to use can help you keep your inbox clear of clutter. For instance, send all promotional emails to their own folder. Newsletters? They get their own, as well. The only things that should find their way to your primary inbox are emails that are timely, important, and able to be handled soon.


In conclusion, decluttering your inbox can help you increase your productivity, focus on your work, and finally achieve inbox zero. By unsubscribing from unnecessary emails, creating folders and labels, using filters, following the two-minute rule, turning off email notifications, archiving old emails, and using email templates, you can quickly get your inbox organized and under control.

Thomas Yuan

Thomas Yuan is a dot connector, a creator of value, and a dedicated player-coach. His passion for creative and collaborative growth helps him to find new opportunities for growth. He serves as the Head of Partnerships for SaneBox, the email management solution for any inbox.
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