How do I use email? Email is ubiquitous; most have methods for taming our inboxes.

I won’t add to the legion of how-to articles specific to email clients. In the following paragraphs, I’ll explain how I keep my inbox clean.

My system primarily applies to any email client.

Filter All the Things

I’m a zero inboxer that uses filters to achieve inbox nirvana.

I create filters with prefixes.

  • MOVE — Move the message to a folder.
  • DELETE — Delete the message.

A Few Folders to Rule Them All

📂

In the beginning, I created a folder for everything. It was a mess. I realized less is more.

I use folders to narrow my search scope.

I use Gmail to hide all folders unless they contain unread messages.

Gmail Inbox Label Settings

Accounts

📃

I use an Accounts folder for any account-related emails. I let orders, receipts, Etc. Live here.

Efforts

💻

As I embark on efforts like replacing a fence, recovering from a car accident, or other “fun” efforts, I throw them in a subfolder of the Efforts folder. It helps me find past discussions and follow up on tasks.

Once an effort is complete, I remove the folder to reduce clutter.

Example Sub Folder:

Career

As a member of the tech industry, I receive recruiter mail. I move recruiter emails to a Career folder for safekeeping if any Bad Things Happen ™️.

People

🧑‍🤝‍🧑

I have a folder named People for friends, family, colleagues, Etc.

Notifications

🔔

I keep most subscriptions in Inoreader by subscribing to RSS feeds that I can tune by keyword or disable. If no RSS feed exists, I filter notifications to the Notifications email folder from systems like GitHub, Trello, and other software.

I minimize email notifications and prefer mobile app notifications.

Email Is For Business

🕴

Communication tools like Slack help me tame my inbox. Chatter stays in Slack, tasks in Trello, and formal communications in email. If I need to act, I create a Trello card from my email client and Slack. It helps me separate the concerns and retain sanity.

I Keep ‘Em Separated

I’m using a handful of email accounts for the distinct roles I play. My inboxes are single-responsibility inboxes. I have one for work, one for myself and my family, and some for various side projects.

I create a new email account for every job.

I log into job-specific tools with my work email to avoid email chaos when consulting and switching jobs. The work email is distinct from the email assigned by an employer.

Unsubscribe It

📭

I avoid automatic mailing list subscriptions.

I use https://unroll.me/.

After unsubscribing from email, I move it to an Unsubscribed folder. I block the senders from previously unsubscribed sources.