How to Manage Email Overload

Email overload is a real problem. According to a survey by Edison Software, 74 percent of consumers are overwhelmed by email overload, highlighting the need for more effective email management strategies and email overload solutions like Clean Email.

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5 Tips on How to Manage Email Overload

Email can be an extremely effective communication tool, but only when you know how to control email overload. Every single day, 14 billion spam messages are sent to email users around the world, greatly increasing the number of emails users have to manage on a daily basis in order to prevent email overload.

“Business leaders, CEOs, and managers often receive hundreds, if not thousands, of emails a day. Reading and responding to every message can become a drain on time and energy,” says Jacqueline Whitmore, Business Etiquette Expert and Founder of The Protocol School of Palm Beach.

The good news is that there are many things email users can do to manage emails effectively and efficiently. Let’s take a closer look at five proven strategies for managing email overload.

1. Don’t Postpone Email Management

Email management procrastination is a huge challenge that all email users must learn to overcome in order to manage email overload. You’ve probably been there yourself. You wake up, open your inbox, and discover ten, twenty, or even thirty new emails begging for your attention even though you’ve been expecting just a few.

Because the most important emails often take the most time to deal with, they often sit in your inbox unopened for days, which is guaranteed to leave a bad impression on the senders. To prevent this from happening, you should set aside time to read and respond to emails.

You could, for example, dedicate 10 minutes solely to email management in the morning, 10 minutes around lunchtime, and 10 minutes after work—that’s entirely up to you. Many entrepreneurs like to dedicate 5 to 10 minutes to email every hour.

Just make sure to stick to the allotted time slots and keep yourself from checking your inbox all the time unless you really need to.

2. Use Filters

Filters are simple rules that help you sort out new email messages automatically when you receive them. All popular email services and clients support filters, and you might be surprised just how much you can accomplish with them.

For example, you can use filters to automatically move all emails sent by your colleagues to a separate folder so you don’t have to painstakingly identify each work-related email amidst spam, promotions, and personal emails.

Unfortunately, not all email clients and services make it easy and intuitive to create filters, which is why many email users prefer modern email management solutions like Clean Email, with its automation features that allow you to apply any action to new emails coming to your inbox without any manual work.

3. Use Templates to Save Time

Take a close look at your sent folder. Do most emails in the folder look similar? We bet they do. Most replies can be classified in just a couple of categories, so it makes sense to create and use email templates to save time. Instead of writing each and every reply from scratch, you can simply select the most suitable email template and change a few words.

Some people use email clients with built-in support for email templates, while others store email templates as text files in a folder. Email templates are especially great for overcoming email overload in the workplace since work-related emails tend to follow the same pattern.

4. Unsubscribe from Unwanted Subscriptions

Virtually every website you register on asks you for permission to send you promotional emails. Some websites ask directly, while others go out their way to make the question as obscure as possible so that you don’t notice what you’re really being asked to allow.

Instead of manually deleting individual promotional emails, it’s a much better idea to unsubscribe from unwanted subscriptions. According to the Controlling the Assault of Non-Solicited Pornography and Marketing Act of 2003, every promotional email needs an easy opt-out option. Most marketers place it at the bottom of emails, and they are required to honor opt-out requests within 10 days.

If you’ve been using the same email address for many years, the chances are that you have hundreds of active subscriptions, and it would take you hours and perhaps even days to unsubscribe from all of them manually. A bulk unsubscriber like Clean Email can block unwanted senders or unsubscribe from unwanted emails with a single click, making it the best way to manage email overload caused by unwanted subscriptions.

5. Familiarize Yourself with Email Overload Solutions

We’ve already mentioned Clean Email several times in this article, and you probably already see just how useful modern email overload solutions can be. While it’s possible to manage email overload even without them, you can save yourself a lot of time and effort by automating everything that can be automated.

Learn How to Manage Emails Automatically with Clean Email

Clean Email is an easy-to-use bulk email cleaner with powerful filters and intelligent rules that allow it to segment your inbox into relevant groups efficiently. With all emails organized into easy to review bundles, you can shift your focus from individual emails and remove, archive, move, or label entire groups of emails at the same time.

Clean Email email cleaner to manage email overload

Thanks to the Unsubscriber feature, you can unsubscribe from all active subscriptions with a single click or conveniently choose specific newsletters that you no longer want to receive. If you’re not afraid to take your email management to the next level (and you shouldn’t be considering how easy to use Clean Email is), you can explore Automation features to apply any action to new emails coming to your inbox without any manual work.


Email overload is a serious problem that keeps many people from being productive and costs businesses millions in lost time. But for every problem there is a solution, and even email overload is no exception. With Clean Email, you can easily automate email management with minimal effort and for free.

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Clean Email is built to work from any device and for all email clients, with additional functionalities and support added on a regular basis as new services emerge and new devices become available. One Clean Email subscription covers your mailbox across ALL your devices!

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