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Archive for the ‘email’ tag

August 1st, 2013 at 9:51 am

Organize Your Emails with


I used to dread my twice-a-day email checks because I knew it was just going to be a deletion of 20 or 30 spam emails.  And then after deleting all of those, sometimes even more would pop up in my inbox.  Email boxes have seemed to become a catch-all for junk.  Luckily, Gmail has recently begun to compartmentalize my emails into different categories, which has made life a little easier.  And then I heard about

With, you can now go through all of your email subscriptions and unsubscribe yourself from as many as you want in one click.  Don’t need to receive emails from Babies R Us anymore?  Now you don’t have to!  You can also sign up for The Rollup, which will send you a daily overview of all of the subscription emails you do wish to receive each day – only once a day.  I love going to my inbox now and seeing only the emails that I want to see.

Currently, only supports Gmail, Google Apps, and Yahoo but will hopefully support other email clients in the near future.  I strongly recommend signing up at so you can save yourself the time of sifting through too many unwanted emails.

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February 26th, 2013 at 9:05 am

Cleaning Up Your Email House

How full is your inbox these days? Do you ever feel like just closing up shop to avoid the never ending barrage of offers, coupons, sales, and product info that just fills your inbox? Just when you think you’ve cleaned up, the stream just starts again. The actual emails that really matter can get lost amid all of the marketing and promo stuff that just keeps coming.

There are multiple ways to manage your incoming email. Filters help a lot by directing the mail to folders or labels. Or you could just delete them as you go. But that takes constant effort and vigilance. It’s like laundry. You get it all done, but only for a minute.

So I was intrigued by This app promises to manage your commerce emails by directing them to dedicated azigo address that you can access at your leisure. The beauty of this is twofold. First, the emails never get to your inbox so it’s a lot easier to get closer to the ever elusive Inbox Zero. Second, when you are ready to peruse the commerce offers and updates, you can go to azigo and view them in a visually friendly layout, or filter them by vendor to grab the deals you want to take advantage of.

We’ve all registered at our share (maybe more than our share) of stores and marketing sites. Sometimes they have terrific deals, but we don’t want them stuffing our inbox. We also don’t want to miss out on potential savings when it’s time to shop. So rather than unregister and lose out on savings, send them to your azigo address and visit them when you want.

You don’t need your email to be another job. You have enough of them. Azigo is a smart and easy way to get control of your inbox clutter.

You can also find Paula on LinkedInFacebook and Twitter @techsmart319. Feel free to reach out if you have questions.

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August 2nd, 2011 at 5:00 am

Organizing Your Gmail Inbox Part 2 – Filters

Last week I told you about creating and applying labels to your emails as a way of keeping your GMail organized and your inbox small. Hopefully you’ve tried this method and started the process of whittling down to a manageable number of active emails.

Now I’ll tell you about taking that process to the next level.

If you want to get really efficient with the labeling process, you can create a Filter that automatically labels the item when it arrives. Say for instance you want to apply a label to all emails from a certain person or organization. Select an email from that sender by opening it or just clicking on the check box to the left of the item. Choose the “More” button at the top of the inbox, and select “Filter messages like these”.

Step 1 is to create the criteria that the email must meet. It can either be to or from a particular person(s) or domain. Or it can contain particular keywords in the subject or body of the email. Use the “Test Search” option to do a dry run.

Step 2 asks you what you want to do with the emails that meet the criteria in Step 1. To label them, choose the desired label from the “Apply the Label” drop-down. Check out all the other action alternatives that you could use for this or other filters you might create.

Step 3 is to apply the filter. Before you click the “Create Filter” button, check the option for applying to results in the list below. This is great for cleaning up the existing emails in your inbox that meet the criteria. If you don’t click this, then the filter will only work for any emails that come in after you’re done.

The excellent result of filters is that your emails can be labeled or have some other action performed automatically.   A real time saver.


  • Beware of automatically sending emails to the archive. If you’re not disciplined about checking your All Mail, you may never see them.
  • Other organizational tools include Stars, Priority Inbox and Importance Markers. GMail now lets you sort your inbox by these categories. In my case, I have all of my starred emails up at the top of the list, which helps me keep track of items that still need attention.

I just love automation.

You can also find Paula on LinkedInFacebook and Twitter @techsmart319. Feel free to reach out if you have questions.


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July 26th, 2011 at 5:00 am

Organizing Your Gmail Inbox Part 1 – Labels

How many items do you have in your GMail inbox? Does the number contain 2, 3 or 4 digits? More than 4? If you have less than 10, then you’re excused from this assignment.

I get a lot of emails but I try to keep my active inbox to under 50. It helps have a good organizing system and GMail has some good tools for doing this.

If you’ve used other email in the past, you’re probably familiar with folders. Similar to how you would organize a file cabinet, you create named folders and move items into those folders for safe keeping.

Google’s alternative to folders is labels. If you click on the Labels drop-down at the top of your inbox, you will see the default GMail labels. You can use these or create new labels (use the Manage Labels option in the Labels drop-down to create as many as you need) and apply them to your emails as a way of categorizing them. For instance you might have a label for each of your children, or a school, work, and/or travel label. You can apply one or more labels to any email as a way of cross-referencing them.

Once you label the email, you can archive it. You can Label and Archive in one step using the Move To option, or you can label using the Label drop-down, then click the Archive button when you no longer need it in your inbox. When you click Archive, GMail applies a the All Mail system label and removes it from the Inbox view.

In the GMail world there are three ways to view your emails. View the Inbox, view the All Mail or view only the items that have a particular Label. The idea is that you reduce your inbox to only those active items that you still need to attend to. Everything else is in the Archive (All Mail) and all you have to do is click All Mail on the left navigation bar to see everything (inbox items will be there too, and have an Inbox label). Or just click on the label you need and only the emails with that label will be visible.

This is a well conceived alternative to folders. With folders you’re actually moving the emails to a different location than the inbox. If you want to have it exist in more than one folder, you need to copy it to that other folder. Now you have two copies of then same email. Not very efficient. Labeling is like putting a sticker on it. And with one click you filter all the emails with the same sticker.

The bonus to using labels is that you can view all of your emails in one window. With folders, you can only view the contents of one folder at a time.

Tip: If you end up with a lot of labels you might have too many to view in the navigation bar without scrolling. I add a symbol in front of the name (i.e. @garanimals) of the most-used labels so they reside at the top of the alphabetized list.

Next week, I’ll give you more tips for taking the organization process to the next level.

You can also find Paula on LinkedInFacebook and Twitter @techsmart319. Feel free to reach out if you have questions.


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