Overwhelmed by Email? Set these 5 Rules

Does your inbox feel more like a battlefield than a productivity tool?

More than one third of respondents to a recent Mailbird survey reported that they spend at least three hours a week just on email. If we're not careful, email overload can quietly drain our energy and focus.

But with a few minor tweaks, without any new software or tools, you can begin to transform your inbox from chaos to calm.

Download Quick Tips for Email Management

One effective way to attack inbox clutter is by implementing a few smart Outlook rules. With these five essential Outlook rules, you can begin to take back control, reduce decision fatigue, and create breathing room in your day.

Rule 1: Auto-file Newsletters and Promotions

Move messages with specific keywords or from specific senders to a designated folder. This will help keep your inbox focused while saving useful content for later.

Rule 2: Filter Out Non-Actionable System Notifications and Alerts

Similar to Rule 1, this strategy focuses on moving mailbox clutter to a staging area. Redirect automated alerts from tools like Teams or project platforms to a designated folder, so you can focus on conversations with real people.

💡Pro Tip:

Create a recurring task to remind you to periodically check automatically filed messages.

Do you Use Outlook Rules?

• Yes
• No

Rule 3: Automatically Forward Delegated or Reassigned Workloads

Use Outlook's auto-forward rule to automatically redirect emails related to tasks you no longer handle. You can send errant messages a dedicated mailbox or new stakeholder. This ensures that the right person receives the message as soon as possible without requiring manual intervention.

Rule 4: Pin or Flag Messages from Key Contacts

Apply a category to, pin, or flag messages from important clients and team members to ensure that you never miss an important email. This can be particularly helpful for client facing professionals or team leads managing multiple priorities.

Rule 5: Pin or Flag Messages when You are the Only Recipient

Increase the priority level or flag messages where you are the only person in the TO: line. These messages may require direct action and don't want them to get "lost in the shuffle."

💡Pro Tip:

Implement these two rules in conjunction with ACTION prefixes and conditional formatting to highlight the messages that really matter.

Not sure how to create Rules in Outlook? Check out our previous article, "Mastering Email Management: How to Use Outlook Rules to Boost Your Productivity"

Ready to Feel Less Overwhelmed?

These five rules are just the beginning. If you're ready to go deeper and build systems that support your goals and eliminate stress, let's talk.

Schedule a call or register for one of our upcoming classes to learn how to create a workflow that works for you and not against you!