On April 1, 2004, the problem of email was definitively solved. That was the day Google released Gmail, which remains the best possible implementation of electronic mail. Their attack on the problem of email was twofold. First, they released the user of any need to decide when or whether to delete a message by providing near-infinite storage. Second, they released the user of any need to sort through that mail by providing powerful search functionality, along with optional filters and labels. Now, users could simply “archive” emails that are not immediately actionable and always know they could find them, allowing them to preserve their inbox as a more functional space for genuinely new messages.
The way many people use this powerful tool is simply tragic. Again and again, I hear tales of people with 10,000+ unread emails in their inbox. When I suggest that they should simply archive everything, they retort: “But how would I find anything?” The answer, of course, is under “All Mail.” That’s where your mail goes when you archive it. When you click on that, you can regain access to the nightmare of unorganized masses of email that you apparently crave. And so the number one tip I would give to every user of Gmail is to “select all” and hit archive, over and over and over, until you hit the bottom of your inbox.
Once you get to that point, here are some strategies I have adopted to keep my inbox as clear and functional as possible. My goal is to reserve the inbox only for things that I need to respond to within the next 24 hours, otherwise everything is archived. (I should clarify that I opt to use the “default” inbox because I don’t trust automated filters and also because I’m a bit of a control freak. You may find those features helpful, but I can provide no advice on them.)
First, Always Be Archiving. The default setting for sending email is to “send and archive,” which clears out anything you’ve responded to. Hopefully if further action is needed on that conversation or task, the person will signal it by writing you back.
Second, Always Be Unsubscribing. If you are getting genuine junk mail, you should scroll down and find the unsubscribe button if possible. Gmail has an automated unsubscribe function, but it doesn’t work 100% of the time. The best way to keep your email from piling up is not to receive it in the first place.
Third, Always Be Filtering. I intentionally subscribe to several mailing lists, but I prefer to read them at my own pace. To keep them from clogging the inbox, I set up filters that apply a label to those messages (e.g., “Newsletters,” “Job Listings,” “Cultural Events”) and then — crucially — skip the inbox. They then pile up in a little line on the side rather than clogging the inbox.
Fourth, Labels Are Your Friend. In addition to my filters, I have labels for “Airline Miles” (which includes my TSA precheck number for reference), “Travel Info,” and “House Stuff.” This gives me easy access to frequently used emails without needing to leave them in the inbox.
Fifth, Stars Are An Even Better Friend. I mentioned that I use the inbox for things that I need to respond to within 24 hours. But what about that vague medium term? For those kind of looming obligations, I use the “starred items” feature, which is basically a built-in “label” that can be applied to any message with one click. The email is usually not the sole reminder of these tasks — I would put any deadlines on the calendar, for instance — but having them ready to go in an accessible place makes it easier to take action once I am ready to submit the copy-edits, for instance.
Most web mail services now have ample storage space and have copied Gmail’s archive function. When required to use other email systems (such as Outlook at work), I am easily able to duplicate this system by simply creating my own folder called “Starred Items” and proceding as usual. So basically, there is no reason for you to be walking around with 10,000+ emails in your inbox, even if you don’t use Gmail.
There’s no need to imitate me. I arguably take it to an extreme: my inbox discipline is so strict that I sometimes leave emails representing certain tasks in the inbox to “punish” myself and force myself to stop putting them off. My inbox-zero lifestyle is also not absolute, because I tend to shift things from labels or starred items to the inbox when they become immediately relevant again — for instance, plane or event tickets. You may find that different workflows work better for you. Maybe a monthly “select all and archive” run is all the housekeeping you personally need.
But I sincerely do not believe that anyone finds the “10,000+ emails in your inbox” system comfortable and functional. Everyone I know who lets it get like that expresses profound stress, anxiety, and dread about their email. If that describes you, I’m here to tell you that you deserve better. And thankfully, you can easily achieve better, using the email tools you probably already use. You just need to take a half hour to learn how to actually use them and it will change your life.