Calmer email.
Email is a to-do list that other people write for you. A few rules put you back in charge: check it at set times, make the inbox a list of actions, write messages that are easy to answer, and stay alert to tricks.
Inbox rules
Small rules, applied every day.
- Check at set times, not all day
- If a reply takes under two minutes, do it now
- Archive what is done; the inbox is for action
- Unsubscribe from one list a day
- Turn off notifications for anything that is not urgent
Write better emails
Make your message easy to answer.
Request first
Put what you need in the first line.
One topic
One subject per email, so replies stay clear.
Clear subject
A subject that says what the email is about.
A deadline
Say when you need an answer, and why.
Folders that are enough
Most people need only a few.
| Folder | For |
|---|---|
| Inbox | Things that need action. |
| Waiting | Things you are waiting on from others. |
| Archive | Everything else, found later by search. |
Stay safe
Phishing messages are designed to look real.
- Check the sender's full address, not only the name
- Hover over links before clicking to see where they go
- Never send passwords or codes by email
- Be wary of urgent requests for money or gift cards
- When in doubt, contact the sender another way
Getting to a calm inbox
A one-time reset, then the daily rules keep it there.
Archive the old
Move everything older than a month into an archive folder.
Unsubscribe for a week
Each time a newsletter you do not read arrives, unsubscribe.
Set two filters
One for receipts, one for newsletters you do read.
Pick two check times
Choose when you will read email and turn off alerts in between.
Templates worth saving
Short replies you write again and again.
Got it
Thanks, received. I will reply by Thursday.
Not now
Thanks for thinking of me. I cannot take this on right now.
Need more
Could you send the file and the deadline so I can look at it?
Follow-up
Just checking on this. Is Friday still the plan?
Common questions
About email habits.
Is inbox zero necessary?
No. The goal is knowing nothing important is buried, not an empty folder.
Should I reply right away?
Only to quick, urgent messages. Batching replies at set times usually gives better answers.
How do I handle reply-all threads?
Mute or leave threads you are only copied on, and reply only to the person who needs your answer.
Is it safe to click unsubscribe?
For senders you recognize, usually yes. For suspicious messages, mark them as spam instead.