5 Ways You Can Keep Your Inbox Clear

Email Overload

Despite the widespread popularity of texting, instant messaging and video chats, emails still remain an important business communication tool. Besides, they’re a quick and cost-effective way to send professional letters and forward digital files among your contacts.

One obvious downside of using email, however, is to keep your inbox clear. In fact, it can get overwhelming to find urgent business messages if you’re receiving, say, hundreds of emails per day. 

This can be a real struggle for everyone - from digital nomads and startup owners, to freelancers and company CEOs.  

Here are some ideas on how you can keep your inbox clear now - and in the weeks and months ahead!

1. To keep your inbox clear, unsubscribe from irrelevant email lists

Chances are you’re receiving a lot of marketing and promotional emails. You can easily solve this problem by clicking the 'únsubscribe' or ‘çhange email preferences’ link. These are typically found at the bottom of the message. 

layout of gmail inbox

This might sound like a tedious task to do, especially if you’re subscribed to a lot of newsletters, but believe us when we say that doing this alone can contribute greatly to decreasing the number of unwanted emails that constantly pile up in your inbox.

Her Campus Media co-founder, CEO & editor-in-chief Stephanie Kaplan Lewis once wrote about this topic on Forbes, saying:

“While you probably just delete most of these unwanted emails every day, they clog your inbox, waste your time checking them off and then pushing delete, and make it hard for you to see the emails that actually matter. For a span of about a week or so, every time you get an email you do not want to receive, take the time to open it, scroll down, and figure out how to unsubscribe from the list. It will require a little more time upfront but it will pay off in the long run when the number of emails you receive on a daily basis goes way, way down.” 

If you’re serious about wanting to have a cleaner inbox, this is definitely the way to get started with that. Do this now and thank us later! 

2. Turn off social media notifications

Your next step, of course, would be to turn off notifications you receive from different social media platforms. If you frequently use social media in the first place, then the notifications can be a bit useless and redundant. Go change your settings so you don’t have to receive an email each time your friend uploads new photos on Facebook or when someone leaves a comment on your YouTube video. 

By managing these notifications, you will be able to get rid of a big percentage of unnecessary emails - and you will no longer have to go through the hassle and headache of manually deleting each one as you receive them.

3. Delete, delete, delete

Now head over to your oldest emails and begin deleting messages you no longer need. You don’t have to feel guilty about erasing even messages you haven’t responded to, especially if they’ve been sitting in your inbox for more than a few years now. And let’s face it: the sender is no longer expecting to get a reply from you!

mail notification on phone

The goal here is to only keep emails that require your immediate attention or action. Unless that’s the case, feel free to delete the message. And take time to empty your Trash folder often to free up some space and keep your inbox clear.

Leigh Ann Newman, who works as Human Services Communication and Administration Manager at Public Consulting Group, shared:

“Most days, my email inbox has fewer than 25 messages in it. This is intentional. I want to be able to open my inbox and immediately see what is most urgent and requires a response. This habit pushes me to take action on items in an extremely timely manner.”

4. Use a different email address when purchasing stuff online

We all love the convenience of buying online but here’s the thing: creating a different email address for your online shopping account is actually a very practical idea.

Instead of receiving your order notifications in the same inbox where you’re expecting messages from customers or business partners, a separate email address for your personal transactions can be extremely useful. It can also help you track orders quicker because you won’t have to sift through a lot of unrelated emails.

5. Create email templates

Some people use email like they would use instant messaging apps. Instead of sending a single email with all their questions, they’ll only ask a few at a time and then ask some more when you reply.

keep your inbox clear

Whether you are responding to a potential customer or to a job applicant, it would be helpful if you have prepared templates you can send as your response to people. This will help you save a lot of time since you only have to copy and paste every time you get a standard inquiry. On top of that, the recipient will likely appreciate the fact that you’re giving them a lot of useful information right from your first reply. 


With these five simple decluttering tricks, you’ll be able to say goodbye to a junk-filled inbox and deal with incoming mail much easier. You will also be more productive each time you use your email since you will be able to find important messages that demand your action without any problem at all. 

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