Cut that email pile

Well, we are back to work after the Christmas break and the New Year celebrations are over. First time back into the office and the email inbox fills you with dread as an enormous number of unread emails descends. How can we deal with them all? Here are a few tips to help you sort through them all.

Sorting your email inbox

If you right-click on your inbox you can add folders. Name these folders whatever you like. You could have them named after clients, or by dates. You can then sort the mail into these folders, so you can action them later. If you are using Office 365 or Outlook, you can set up rules to automate this for you, so that the emails go straight into their relevant folders.


Deleted everything that does not need action, such as autoreplies or spam. If you do not need to keep email for retrieval later, then delete it. You are best saving the actual emptying of the deleted email box at the end of the day, just in case of accidents. If you will need the email at a later date, then file it under an appropriate folder, or archive it.


It is a good idea to check your email subscriptions from time to time and go through and unsubscribe if the content is now longer relevant to your business. There are several tools on the internet you can use to help automate this process too.

Be canny with replies

If you can, write short replies, this will save time. Unless you would look rude doing so. If you find you often make the same reply to emails, then why not set up some default replies? Set up a folder with blank emails, with your standard replies in the body text. You can then hit reply on an email, copy and paste the body text and send.

Switch off notifications

Whilst you work, switch off the notifications, so you are not distracted, looking at new email coming in. If you only check email twice, once in the morning and again after lunchtime, deal with what has come in and leave any new emails until the following email check. That way you can keep on top of email, and still do the rest of your job.

We do hope these tips help you, if you need more help with Office 365 then please do talk to us.