Save messages as files: If you want to save certain emails in the same file as project work, contracts or other documents, you can simply drag your message from your email window to your file folder. Or, you can click Save As and choose to save a message in a specific location. This way, you can refer back to messages without digging through your inbox and/or archive.
Multi-action shortcuts: If your email system supports shortcuts, it may also support multi-action shortcuts, which gives you the ability to combine several shortcuts into one quick action. For instance, if you want to mark a group of emails as read and simultaneously move them to a specific folder, or even mark messages as read, flag them as important and forward them to your team, you can do that with multi-action shortcuts. Some email systems that support multi-action shortcuts also allow you to create your own shortcuts, so you can customize your actions and make quick work of managing your inbox.
Automated cleanup: Some email systems include an automated cleanup function that can help you save space and keep your inbox tidy. When a conversation (message and response) occurs over email, some email systems can analyze the contents of that conversation and determine if a message is completely contained within each thread. If it is, then the previous message will be automatically deleted—so you’ll have access to both the original message and all comments within a single email conversation, but your inbox won’t be clogged by redundant emails.
Of course, if someone keeps clogging up your inbox with messages you don’t need or want, you can generally block their messages by using your “junk” or “spam” filters. But if you don’t want to permanently prevent someone from contacting you via email, you can simply select to send certain conversations directly to your trash by clicking the Ignore button.
Delegate access: Finally, if you’re going on sabbatical, an extended vacation or parental leave and you don’t want to either check messages daily or weekly—or come back to a mountain of email—you may be able to give someone else permission to manage your inbox. Simply look at your account settings. If you see a Delegate Access button—or something similar—you can choose to give access to a coworker who can step in and respond to messages in your absence. Of course, you’ll still have the ability to check messages and respond as appropriate, but this feature can help you keep things in check while you’re away.
Email continues to be an important tool in the business world, and your mastery of these tools will only enhance your value in the workplace. Hopefully, we have shared one or more features that you will introduce into your business arsenal, leading to increased productivity.
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