Making Folders and Filing Important Emails: Simplify Your Digital Life

Making folders and filing important emails is a crucial step in maintaining a clutter-free digital life. This simple habit can save you a significant amount of time in the long run.

According to a study, the average person spends around 28% of their workday searching for information, which can be greatly reduced by organizing your emails and files. By implementing a folder system, you can quickly locate the information you need.

Having a clear and organized system in place also helps you to prioritize your tasks more effectively. For instance, if you have a folder dedicated to urgent emails, you can quickly identify which ones need your attention.

In addition, regularly filing important emails can also help you to avoid feeling overwhelmed by the sheer volume of messages in your inbox. By keeping your inbox organized, you can focus on the emails that truly require your attention.

Organizing your digital system is crucial for staying productive and finding what you need quickly. The three overarching goals for your file organization system are to make it easy to file, easy to find, and reusable.

You want your filing system to be fast and easy to use, not a huge, hierarchical maze. To achieve this, use re-usable templates and naming conventions, which support the previous goals. This will save you time and make it easier to find what you need.

Here are some simple rules for managing your files and folders:

When organizing your digital system, it's essential to have clear goals in mind. The first goal is to make it easy to file your documents, so your system doesn't feel like a huge, hierarchical maze.

You want to be able to save files quickly and easily, without getting bogged down in a complicated system. This will help reduce friction and make your digital system feel more efficient.

To achieve this goal, consider using reusable templates and naming conventions, which can support the overall ease of use. I've found that using consistent naming conventions can save me a lot of time in the long run.

Here are the three overarching goals for your digital filing system:

By keeping these goals in mind, you can create a digital system that is efficient, easy to use, and helps you stay organized.

You don't want your filing system to be a huge, hierarchical maze.

To avoid digital chaos, it's essential to have a clear and organized system in place. There are three overarching goals for your file organization system: Easy to File, Easy to Find, and Reusable.

Your filing system should make it easy to save files, so your system doesn't cause friction. This means setting up a system that's fast and efficient.

Having a well-organized system will make it easy to find the file or folder you need, either by poking through folders or using search. This will save you time and reduce stress.

Reusable templates and naming conventions can support the previous two goals. This means using consistent naming conventions and templates to make it easy to find and reuse files.

To organize your files and folders effectively, consider using the following simple rules: Easy to File, Easy to Find, and Reusable.

Naming your files and folders strategically is key to making them easy to find later. This means thinking about how you'll need to access them in the future.

A good file name should give you enough information to identify the file without opening it. Try to include details like date, company, and type of document. For example, a phone bill file could be named 2023-01 XYZCorp Bill.pdf.

You can also apply this concept to folders. Instead of having a bunch of generic folders like Invoices, create a folder that includes the company name, such as ABCCorp Invoices.

This approach makes it much faster and easier to get to the right file with the keyboard.

You can use Outlook folders to organize your emails, just like you would on your computer. Folders work like a file system, allowing you to group emails in specific locations, making them easy to find.

To create a folder in Outlook, you can use the default folders like Drafts, Sent Mail, and Priority, or create your own custom folders. For example, you can create folders for Clients, Suppliers, and Collaborations.

Here are some common Outlook folders and categories:

You can also use categories in Outlook to visually organize your inbox. Categories let you assign a color-coding and a label to specific emails to set them apart for special treatment or action.

Organizing with templates is a game-changer for your digital filing system. It saves time, as you can create a whole folder tree with just a few mouse clicks or keystrokes.

You can use a tool like Keyboard Maestro or Alfred to create your folder template with a few keystrokes, no mousing needed. This is especially useful if you're someone who values efficiency and speed.

Having a consistent folder structure is also a huge benefit of organizing with templates. You know your folders will be named the same way every time, making it easier to find things with search.

This consistency also means you're more likely to save things in the right place, reducing the time spent searching for misplaced files.

Here are the two main benefits of organizing with templates:

By implementing these templates, you'll be well on your way to a more organized digital filing system that makes your life easier.

You can organize your emails in Outlook using folders and categories. Folders are like the folders on your computer, where you store your emails in specific locations. You can create subfolders by placing a new folder in an existing folder.

To create a new folder, simply click on the "New Folder" button and name it in the text box. You can also make your new folder a subfolder by placing it in an existing folder. This will help you keep your emails organized and easy to find.

Categories, on the other hand, are a way to visually organize your emails in your inbox. You can assign a color-coding and a label to specific emails to set them apart for special treatment or action. For example, you can use categories like "Priority", "Low priority", "Follow-up", and "Dev" to help you scan for emails of a certain group.

Here are some common category labels:

You can also use the Clean Up feature to remove duplicate emails and organize your conversation threads. This feature will group your conversation thread together to give you just one comprehensive thread.

To use the Clean Up feature, follow these steps:

By using folders and categories, and tools like the Clean Up feature, you can keep your emails organized and easy to find. This will help you save time and reduce stress when managing your email inbox.

Creating and using folders is a crucial step in making folders and filing important emails. You'll likely use the /username/Documents folder on your computer, whether you're on Windows or Mac.

To separate work and personal tasks, create two folders, one for each. If you use Dropbox, you can create folders like /Dropbox/Business and /Dropbox/Personal.

You can also create categories for different types of messages, such as email priority, appointments, and purchase confirmations.

Here are some suggested email folders and subfolders to consider:

By creating these folders and subfolders, you can develop a system for filing and organizing your emails, just like you would with your paper files.

You can categorize your emails into two main types: action items and reference items. Action items are emails that require a response or action, such as a bill or a file to print and sign.

Action emails can be further divided into two subcategories: action emails and follow-up emails. Action emails require immediate attention, while follow-up emails need to be checked on later.

Reference emails, on the other hand, are emails you'd like to save for future reference, but don't require immediate action.

To manage these email types, consider creating folders for action and reference emails. The suggested folders include Action, Follow up, Accounts, and People.

Here's a breakdown of the suggested email folders and subfolders:

You can also use categories to visually organize your emails. Categories allow you to assign a color-coding and label to specific emails, making it easier to prioritize tasks and scan for important emails.

Some examples of categories include priority, low priority, follow-up, and specific senders. You can create categories for different types of messages, such as email priority, appointments, and purchase confirmations.

Using shortcuts and automation can greatly improve your productivity and organization skills. Dragging frequently accessed folders to the Finder or File Explorer sidebar creates a shortcut for 1-click access.

You can also use an app launcher like Alfred or LaunchBar on Mac or Listary on Windows to quickly access folders by typing their names. This is a game-changer for keyboard enthusiasts.

Automated organization tools like Hazel on Mac or DropIt on Windows can auto-file recurring documents, such as bills or statements, by building rules based on their names or contents.

This saves you time and effort in the long run, as you won't have to manually organize these documents every time.

With automated organization tools, you can set up rules to rename and file documents automatically, making it easier to maintain a organized digital life.

Creating folder templates is another way to save time and enforce consistency in your organization system. This involves setting up a sample folder structure and copying it when needed.

You can also use tools like Keyboard Maestro or Alfred to create folder templates with just a few keystrokes, eliminating the need for mousing.

By using these shortcuts and automation tools, you can streamline your workflow and focus on more important tasks.

Organizing your digital files can be a daunting task, but setting up an effective hierarchy at the beginning makes it a breeze.

Following the rules and setting up a good system is key to making file and directory organization a smooth process.

With a solid foundation in place, you'll be able to quickly find and access the files you need.