How to Organize Inbox Email Messages Efficiently

Email can be a highly effective personal and business communication tool because it’s far less intrusive than a phone call and far more professional than a text message. The purpose of this article is to teach you how to organize inbox email messages like a pro and take advantage of bulk email organizers such as Clean Email so you can use email to its full potential.

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5 Tips to Better Organize Inbox Email Messages

There are now entire books dedicated to the management of inbox email messages—a term that encompasses all email messages sitting in your inbox—and you can even attend expensive courses that teach you how to organize inbox and achieve Inbox Zero.

But just because some people have dedicated their entire lives to writing, talking, and lecturing about the management of inbox email messages doesn’t mean there isn’t a lot you can do right now to keep your inbox from getting cluttered and becoming unusable.

Listed below are 5 tips to better organize inbox email messages, and all of them are easy to implement and even easier to practice. As a bonus, we’ve also included Clean Email, which is a bulk email organizer whose main purpose is to group inbox emails into easy-to-review bundles.

1. Organize Inbox Regularly and Often

Nobody enjoys being disturbed when working on a difficult task. Alerts and notifications from incoming emails can quickly become annoying, which is why many people turn them off and completely ignore new emails. That’s actually a perfectly sensible thing to do, but it’s important to avoid ignoring unread emails for too long because they could quickly accumulate and become unmanageable.

How to better organize inbox email

The best approach is to schedule specific blocks of time throughout the day for reading and responding to emails. The blocks don’t need to be very long—10 or 15 minutes should be more than enough. What matters the most is that you don’t skip them unless there are no emails left to manage.

Avoid spending too much time on individual emails by instantly archiving emails that don’t require a response, responding to emails that do require it, and snoozing emails that you don’t know how to respond to at the moment.

2. Use Labels and Folders

Even if you have an unlimited inbox, you should always delete as many inbox email messages as possible. The fewer emails there are in your inbox, the easier it will be to find one specific email when you need it in the future. But what about the inbox emails you can’t delete? Simple: organize them using labels and folders.

How to organize inbox emails with folders

Email users are sometimes not sure what the difference between labels and folders is, but it’s really quite simple. Folders are like drawers where you store emails so they don’t clutter your inbox. You can create many different folders and dedicate each to certain emails, such as work-related emails, social media notifications, or emails from friends and family. In fact, your inbox is basically just a parent folder with all my inbox emails.

Labels also allow you to organize emails by category, but they work more like post-it notes. When you assign labels to inbox emails, the emails don’t actually move anywhere. That’s why a single email can have many different labels but be present only in one folder.

3. Create Multiple Email Accounts

There are many excellent free email services to choose from these days, so there’s no reason to use a single email account for both personal and work emails. Having one account dedicated solely to personal emails, a different account for work emails, and perhaps a third account for various online services makes it far easier to organize inbox email messages.

How to organize inbox emails from multiple accounts

You should also consider using disposable email accounts when signing up for services you may not use in the future or filling out various online subscription forms to get access to additional content. Just make sure to never use a disposable email account for anything important.

4. Rule Them All

One thing is guaranteed when it comes to inbox email messages: new ones will just keep coming and coming. While you can’t stop all incoming inbox email messages, you can use rules to identify them by the sender, subject line, or recipient to automatically place them in the correct folder, assign them the right labels, or even delete them.

Email rules are also often called filters, and virtually all popular email services support them right out of the box. The only problem with email rules is that they can be somewhat difficult to set up, which is where Clean Email comes in with its one-click automation feature. To learn more about Clean Email skip to the end of this article.

5. Unsubscribe from Unwanted Emails

Unwanted email subscriptions are the main enemy of anyone who strives to achieve and maintain Inbox Zero. From newsletters to advertisements, they can quickly overwhelm your inbox and make it difficult to spot messages that are truly important. Marketers have even learned to write newsletters and advertisements as if they were coming from a friend or acquaintance, making it that much more difficult to spot them right away and get rid of them.

Fortunately, there are now email management tools that can unsubscribe you from unwanted newsletters to advertisements automatically, and Clean Email is among them.

Bonus: Use Clean Email

As we’ve already said in the beginning, Clean Email is a bulk email organizer whose purpose is to clean your inbox of emails you don’t need and keep it organized. It can sort all emails into easy-to-review bundles so that you can remove, move, label, or achieve hundreds or even thousands of emails with a single click.

How to organize inbox email with Clean Email

Each time you perform an action in Clean Email, you can tell Clean Email to perform it again automatically in the future. For example, you can automatically archive and mark as read all social network notifications so that you don’t waste any time on them. No complicated set up is required, and all you need to do is tick one checkbox.

Additionally, Clean Email comes with the so-called Unsubscriber feature, which you can use to instantly unsubscribe from unwanted emails and block noisy marketers. To ensure you never miss anything important, Clean Email can send you a summary of its activity.

Clean Email works with all major email services, including Gmail, Yahoo, Outlook, Fastmail, AOL, iCloud, and others.


Keeping inbox email messages organized like a pro is easy with a bulk email organizer like Clean Email. When it takes just a couple of seconds to delete, move, or archive hundreds and thousands of emails, achieving and maintaining Inbox Zero becomes effortless.

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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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