- Best way to manage email having two computers how to#
- Best way to manage email having two computers archive#
If you’ve decided to start fresh, then you can always select all emails in your inbox by using the Ctrl + A keyboard shortcut (Command + A on a Mac) and archiving them.
Best way to manage email having two computers archive#
If you’re using the Outlook client, you can also create a Quick Step action that marks all the selected emails as read and moves them to the Archive folder with one button click (or keyboard shortcut). This is in both Outlook and Apple Mail (both the client applications and the mobile apps) for the Archive button. Like the floppy disk icon that’s used to represent Save, there is a standard Archive icon that looks like a traditional cardboard archive box. You can drag and drop them into your archive folder, or use the Archive button. All emails between the first one and the second one will be selected. Click on an email in your inbox, scroll down, press the SHIFT key on your keyboard and select another email. If you’re using a client like Microsoft Outlook or Apple Mail, it’s easy to bulk select mail. Ideally, you need to find a way to move them in bulk. But if you’ve got hundreds or thousands of emails in your inbox then moving them individually will seem pretty daunting. It probably seems evident that to archive your emails you just need to move them into your Archive folder, and you’re right about that.
Best way to manage email having two computers how to#
If that’s you, then, unfortunately, this is going to be hard to swallow. We recognize your pain, even while we’re sure the long-term benefits of a single archive will more than compensate for the short-term pain of changing your system How to Archive Your Emails In Bulk Every difficulty or irritation is magnified at scale, so something that’s a minor annoyance or time suck for one email will be a huge annoyance and time suck for hundreds of emails.įor some people, this will be a welcome relief to the torture of a folder structure, but some other people will need to breathe into a paper bag at the very thought of losing their painstakingly designed, intricate, logical, beautiful folder structure. It couldn’t be simpler, and when you’re trying to stay on top of a never-ending flow of email, you want your process to be as simple and easy as possible. You just handle the mail and move it into your archive. Lastly, it can be maddeningly hard to find emails at a later date when they could be in any one of several folders, and each folder has hundreds of emails.Ī single archive makes it easy to move your emails from your inbox because you don’t have to employ any thinking or decision-making resources. Secondly, it can take quite a bit of effort to decide where an email should go-does an email from your colleague about why they might miss a project deadline go into the folder for that project? The folder for that person? A lessons-learned folder?-and decision making is both time-consuming and draining.
That’s quite a bold statement, so a little justification is needed.įirstly, a hierarchy of folders takes time to set up and maintain, time that would be better spent handling your emails. They shouldn’t go into one of several hundred carefully organized folders they should go into one Archive folder. Your emails should go into an Archive folder. RELATED: Forget Inbox Zero: Use OHIO to Triage Your Emails Instead Where You Should Archive Your Emails With that in mind, you need to handle an email (reply to/forward it, turn it into a task, set up a meeting) and then either delete the email or archive it. The bottom line: There’s no point keeping all of your emails in your inbox and plenty of good reasons not to. It’s much harder to find specific emails, it makes your mail client work more slowly (even if you access your email through a browser like Gmail), and it can use up your storage if you use the Outlook or Apple Mail on your phone. When you have hundreds or thousands of emails in your inbox, they quickly get buried.
A quick recap from our OHIO article: your inbox is not an archive, a bin, a filing cabinet, or a dumping ground.
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