Ten tools to help you spend less time on email

Master Your Inbox: 10 Email Management Hacks for a More Efficient You

Email is unavoidable in the 21st century, but managing your inbox shouldn't consume your life. This guide reveals ten time-saving email features to streamline your workflow and reclaim your time. While specific names and locations may vary across email apps, the core functionality remains consistent.

1. Email Templates: For frequently sent emails (e.g., job application confirmations, apologies for lateness), create templates. This eliminates repetitive typing. In Gmail, enable templates in the Advanced settings (gear icon > Settings > Advanced > Templates). Compose your template, then save it using the three-dot menu ("Save draft as template"). Access saved templates from the three-dot menu ("Insert Template").

2. Automatic Responses: Beyond out-of-office replies, automated responses are versatile. Use them for address changes, announcements, or temporary inbox pauses. In Apple Mail (macOS), create a rule under Mail > Preferences > Rules > Add Rule. Define triggering criteria (e.g., any message, specific sender, keywords) and set the action to "Reply to Message" with your pre-written response.

3. Combined Inboxes: Manage multiple email accounts within a single app. The Windows 10 Mail app simplifies this: click the cog icon (bottom left) > Manage accounts > Add account.

4. Email Aliases: Create alternative email addresses linked to your primary account. Use separate aliases for newsletters, family communications, etc., for better filtering and privacy. In iCloud (web), manage aliases via the cog icon (bottom left) > Preferences > Accounts (up to three aliases per iCloud address).

5. Archive Emails: Automatically archive or mark as read less-important emails to declutter your inbox. In Outlook (web), create a rule (cog icon > View all Outlook settings > Email > Rules > Add new rule) to define criteria and set the action to "Mark as read."

6. Smart Replies (Gmail): Gmail's Smart Reply suggests quick responses based on the incoming message. Enable this feature in Gmail settings (web, Android, or iOS). Choose from suggested replies or edit them before sending.

7. Smart Compose (Gmail): Gmail's Smart Compose assists in writing entire emails by suggesting words and phrases as you type. Enable it in Gmail settings and use Tab (web) or swipe (mobile) to accept suggestions.

8. Email Previews: Display email previews directly in your message list for faster processing. In Yahoo Mail (web), enable message previews under Settings > More settings > Personalize inbox.

9. Swipe Gestures (Mobile): Use swipe gestures (left or right) to quickly archive, delete, or mark emails as read on your mobile email app. Customize swipe actions in Gmail's mobile settings (menu button > Settings > General settings > Swipe actions).

10. Email Signatures: Automate inclusion of essential information (availability, device warnings) in your emails. Set up an email signature in Apple Mail (iOS) via Mail > Signature in iOS Settings.

By implementing these strategies, you can significantly reduce the time spent managing your email, freeing you up for more important tasks.

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