Are you one of the people who have multiple emails? One of them could be a work account and the other one a personal email. You could also be having a spam account to give to your employees when they insist on having your email.
We have more than 4.4 billion million accounts all over the world. Thus, we can confidently say that most users have multiple email addresses. People spend a lot of time to read and answer emails. Therefore, having multiple email accounts can be a time consuming and complex process.
The good thing is that there are several ways to managing your multiple email addresses. This guide to email management will give you some of the tricks and tips that you need to know.
If you have several email addresses, you will need to check them throughout the day. Here are a few options that will help you manage your emails in the best ways possible. The most important thing is to have an organized inbox.
1. Program Automatic Email Signatures
If you are using a unified inbox, you will be sending out emails for various reasons from a single platform. Therefore, you will be handling both personal and work emails from a single place. The best thing to do is set up email signatures for the various accounts. It will save you a lot of time as you respond to your emails because you will be choosing a pre-programmed signature that will populate at the bottom of your message automatically. It will also make sure that your recipient has your contact details moving forward.
2. Sort and Filter Your Emails into Folders
The other tip in this guide to email management is treating your inbox like a desktop. Each email should be like a file that you sort into specific folders. You can do this manually after receiving an email or you may set up a filter. Filters will automatically sort emails from particular addresses or those that have certain information into different folders. Don’t allow a build up of emails in your inbox.
If you have multiple email accounts, you can use a filing system to keep personal and work separately. It can also separate different work projects or one job from another. It comes in handy especially if you would like to archive some of your emails and refer to them on a later date.
3. Set the Time for Checking Your Emails
The email is just a finger tap away and hence you can become sucked in your inbox. This fact becomes more real for people who have multiple accounts. You will receive more emails if you have multiple active accounts.
For better time management and focus, you need to set aside some time to check your email. Discipline yourself and stick to this allotted time when checking your email. If you have quick emails, make sure you respond to the right away. Don’t allow them to stay in your inbox for long without providing a response. If the required response is lengthy, you can flag them for a later response.
You can also keep your multiple accounts organized in a unified inbox. It will help you to get the most from your email reading time. Therefore, you will be able to get back to the other important tasks within no time.
4. Open Every Account in a Browser
You may open every email account in its own tab in your web browser. This method will only work when your email client supports webmail. It will keep your email addresses separate and this is ideal for privacy if you wish to separate your personal email from work.
However, having several open tabs can be too confusing and slow down your browsing experience. Besides, every interface is different and you will have to click between every tab as you check your email.
5. Set Up Email Forwarding to One Master Account
The best alternative to the confusion that comes with multiple tables is using one master email address. All the emails from your multiple addresses will be forwarded to this single account. Just turn on email forwarding in every individual account so that you can manage all your emails from a single point.
The method can also work in a reverse way. You can receive all the incoming emails in a single master account and then forward them to the appropriate account. However, you will still be having several email accounts to manage and it will cost you a lot of time to sort all the incoming emails.
Each approach has its own pros and cons. In the first approach, as you respond to the email from the master account, that is the email address that your recipient will see and hence reply to it. It can be so confusing if you are dealing with personal and work emails. The second alternative introduces an extra email account in the mix. This can make the whole situation even more complex.
6. Utilize a Desktop Email Client
Most email clients are designed to assist individuals to go through their multiple email accounts in the easiest way. We have several email clients in the market for any single operating system. Make sure you select the best email client for your needs. It should be able to support the management of multiple accounts.
7. Use a Unified or Universal Inbox
The use of a universal inbox is the most effective alternative when it comes to managing multiple emails. The method allows you to consolidate all your email accounts into a single inbox that is well-organized.
Regardless of the email provider that you are using, you can use Mailbird to synch all your email addresses so that you can access all of them from one inbox. The unified inbox is normally denoted by a hexagon icon that is at the top of the left menu. Therefore, you can access all your emails from one account at any time and from anywhere. It will save you a lot of time and energy since you will only open one account and program and you will be good to go.
This ultimate guide to email management will help you keep everything organized in a single place. You will not continue wasting a lot of time and effort in managing your emails. These tips will actually make your personal and life work easy. You can be sure that you will not want to go back after implementing these recommendations. Hope this ultimate guide to email management will help in making your life much easier.