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  • Writer's pictureAlex Miranda

Five tips for organizing your email inbox for remote workers

In this digital age where everything is done on the web, and our emails have become our digital identity, it is common to find ourselves overcrowded with spam, junk, and unwanted email. Although Gmail and Outlook do their best to help you filter this, it is almost impossible to keep track of clients' emails, promotions, family cards, and others wanted but relentless messages.

However, being experts at organization and productivity, we want to share this short yet powerful list of tips that have helped us keep our email inboxes organized at Virtrify. You won’t need to be a guru as this guide is beginner-friendly, so you don’t need to spend more than a couple of minutes at your email settings to get everything set. We know that modifying your email settings can be a fearsome task

What is more, if you work with or plan to be part of the remote workers' wave, this list will be particularly useful for you. We want to provide solid knowledge on how to keep work, personal life, and other important information organized in one single email inbox.

1 - Use the tags appropriately

The first thing you must do when organizing all your emails is tag some of the most recurrent addresses you see in your email inbox. By putting the appropriate tag, you will help your email provider differentiate what is important and what can be seen later.

Some email settings allow you to split your email inbox between “urgent” and “non-urgent” emails. This proves particularly useful when you want to have, let's say, work emails handed you as soon as they come in, but promotions or celebration emails are saved for later. Remote workers are particularly fond of this setting as it helps sort out urgent emails from clients while keeping updates or other communications in the line.

What is more, Gmail also allows you to sort email between bills, cards, promotions, and many other categories that help you further customize how you receive emails. This tag mode comes with a pre-configured email setting that makes it very intuitive to set up.

2 - Set up a productivity helper

Some email providers such as Gmail and Outlook are compatible with external complements that can prove useful allies when it comes to organization. Mixmax and Gmalius are some powerful examples of this kind of software.

One of the most powerful functions they have is letting you know when an email has been open and sort them into the “important” category. They also help you set reminders when you wish to be notified of an email you can reply just yet or schedule a reply to be sent in the future.

Some email settings have similar options available, but these complements make them much easier and more intuitive to use.

3 - Consolidate your multiple addresses

It is not uncommon to have 2 or 3 email addresses nowadays as everyone seems to have a personal + work + a university + an old shame – we have seen it many times. However, sometimes it can be impossible to keep track of all of them, and if you do, it becomes an organization nightmare. Remote workers will also feel related; they can have 2 or 3 different work email inboxes to handle as each client might request you to handle a new one.One key piece of advice is to use your email settings and configure specific messages that you might be expecting to be forwarded to your main address. This way, you can keep your different addresses under control and monitor only one core while the others can run on “auto-pilot”. Most email clients have this email setting already in place but if not, consider point 2.

4 - Learn how to use filters

Another important email setting that not many users seem to be aware of is the email filter. You can set up these in Gmail, outlook, and thunderbird very easily. These filters let you reject emails using specific keywords, addresses, subjects, and other parameters. Filtering will further help you keep your email inbox clean from unwanted email or, sometimes, even take a break from specific senders.

Filters can also be a life-changing setting for remote workers who need to keep a clean line of communication with a specific person but are not permitted to alter all the email settings from their corporate servers. Sometimes you just need to be flexible and select the proper tool for the job

5 - Mind your Archives and folders

There is a reason why folders have been a core element in Windows OS for so much time. They help everyone keep their things organized. Email inboxes are not an exception to this rule, and you will see how different your inbox looks like after you have found how to organize folders. Also, make sure to check with your IT team (in case you use a corporate address), so they provide you the necessary support with the complements you wish to install in your browser.

All different email clients have them available, and for a good reason. If you are good at creating custom tags, you can even automatize how incoming mail gets sorted into specific folders. That way, the email inbox gets to run itself automatically, and you just need to check it once in a while.Tags save time for remote workers as they can easily check different replies from different topics without having to navigate to older or junk email. Your client will be glad to activate this tool from their email settings to save them even more time.

We know it can be a bit of a challenge to get these tips in place, especially if you work alone or are on a time constraint. However, once you take some time off (which the holidays seem to be perfect for this) and set one or two of these up, you will see how much easier it becomes to keep your email inbox under control.

Alternatively, you can ask a Virtual Assistant or a Remote Worker to help you navigate through your email settings to get it into shape in no time. Corporate life can be quite stressful, but there are many ways to keep things on track.

Virtrify has a unique selection of Venezuelan talent ready to help you get your emails and administrative work in check. We have years of experience helping companies reach their full potential thanks to our talented staff willing to adapt to give you their very best.






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