Get Started Today!  (415) 295-4898

croom new

415 IT Blog

Tip of the Week: How to Automate Sorting Your Emails

Tip of the Week: How to Automate Sorting Your Emails

Emails are a wonderfully useful solution, and quite possibly one of the most commonly used ones in the workplace today. However, not everyone is using every capability that their email solutions offer - and it has led to a lot of time being wasted in the workplace. For this week’s tip, we’ll review how to help cut back on the time spent organizing your emails.

Adobe releases an Email Usage Study each year, and in July 2019, their study returned some striking results. According to the responses they received, adults spend about five hours per day checking their email. This is generally split up between their personal accounts - with two hours spent - and their work accounts - which are used for three.

While this survey only collected responses from a total of 1002 people, making it less statistically significant than would be ideal, it still reveals some telling trends...namely, how exactly people are spending their time - more specifically, 21 percent of the entire day. For reference, the recommended period of sleep that we are supposed to receive is 30 percent.

That’s a pretty significant chunk of time spent checking email. Fortunately, email platforms are now equipped with features that help users sort through their messages.

Organization Using Filters and Rules

It isn’t unheard of for an email inbox to suddenly contain emails that number in the hundreds or even thousands, which makes the thought of finding one specific email daunting. However, email clients enable you to sort through all the mess.


Google’s email client provides users with a few different ways to sort their emails. For starters, a user can have their emails automatically split within their inbox into any of five distinct, set categorizes:

  • Primary
  • Social
  • Promotions
  • Updates
  • Forums

While these categories can’t be edited or added upon, you don’t necessarily have to use all of them. Under Settings, navigate to the Inbox tab, and select the Default Inbox type. You can select which ones you want to use under Categories, and once you Save Changes, your emails should start to sort themselves into these categories.

You can also set up Labels and Filters in Gmail to assist you in organizing your emails. Each incoming email is compared to the criteria dictated by the filter, and if it matches, you can have a particular label applied - or any of various other actions.

Keep in mind that new filters won’t be applied to the emails already in your inbox unless you specifically instruct Gmail to do so when creating them.

To create a filter, access your Settings, and go to the Filters and Blocked Addresses tab. Click Create a new filter, and you will be presented with the many rules your filter could follow. You also have the option to base a filter upon a message you have already gotten. Once you are satisfied, click Continue to then specify what you want done with the messages that match the filter’s criteria. You can even create a new label to apply to matching messages by selecting Apply the label.

This will sort your messages out in the sidebar menu, allowing you to view specific sets of messages rather than one continuing mass. While this process can take some time, it will help save a lot of time later on.


Outlook allows you to create Categories and Rules to sort your emails among them. In Settings, under General, you have the ability to edit the Categories that your emails are sorted amongst. As these categories are assigned a color by default, it is likely most helpful to delete them and replace them with ones that do what you need them to do.

To create your Rules, you will again need to access your Settings, this time navigating to Mail. You should see the option to set Rules, and once accessed, the opportunity to Add new rule. From there, you can give your rule a name that makes it clear what it does, as well as Add a condition that will activate the rule. Then Add an action (or even a few) to direct Outlook in how this message should be handled. You can even add exceptions, so if you want any emails marked URGENT to be filed a certain way - but one of your coworkers tends to label EVERYTHING they send as such - you can have Outlook skip this rule if an email is coming from them.

When all is said and done, email can be an extremely useful collaboration tool - but it can just as easily become a distracting mess if it isn’t handled properly. Creating these rules and conditions can help you keep them more organized… allowing you to be more productive.

Are there any other common processes that you’d like some tips to using? Let us know in the comments!

VoIP Gets You Where You Need to Go
Disaster Recovery: RPO & RTO


No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Monday, June 01 2020

Captcha Image

By accepting you will be accessing a service provided by a third-party external to

Mobile? Grab this Article!

Qr Code

Tag Cloud

Security Tip of the Week Productivity Technology Best Practices Business Computing Data Backup Data IT Support Privacy Network Security Hosted Solutions Cloud IT Services Data Recovery Software Efficiency Managed IT Services Internet Email Malware Outsourced IT Innovation Business Small Business Tech Term Upgrade Hackers Cloud Computing Cybersecurity Business Management User Tips Collaboration Windows 10 Computer Microsoft Phishing Mobile Devices Google Business Continuity Hardware Communication Ransomware Managed Service Workplace Tips VoIp Paperless Office Android Backup Managed Service Provider Smartphones Encryption Communications Server Office 365 Quick Tips Remote Monitoring Data Management Managed IT Disaster Recovery Mobile Device Passwords Network Browser BDR Artificial Intelligence Saving Money Holiday Vulnerability Business Technology Wi-Fi Windows 7 Healthcare Internet of Things Compliance Applications Remote Work Miscellaneous Smartphone Laptops Social Media Facebook Help Desk Save Money Document Management Government Managed IT services Tip of the week Virtualization Automation Vendor Management Microsoft Office Processor Data Security Avoiding Downtime Health Blockchain Users Information Antivirus Project Management Employer-Employee Relationship Two-factor Authentication Scam Redundancy Bandwidth Website Mobility Access Control Company Culture BYOD Virtual Private Network Windows IT Management IoT Customer Relationship Management Infrastructure RMM Software as a Service Proactive Meetings Storage Data Loss Router Chrome Maintenance VPN Machine Learning Analytics OneDrive Social Network Mobile Security Recycling Flexibility Consulting Downtime Search Employee-Employer Relationship Unified Communications Files Server Management Covid-19 Managed Services Provider Apps Gadgets Gmail Remote Workers Password The Internet of Things Assessment Cooperation Regulations Risk Management Co-Managed IT Management Word Net Neutrality Patch Management Hard Drive Network Management File Sharing Consultation File Management Tablet Internet Exlporer Dark Web Augmented Reality Monitoring Payment Cards HIPAA Utility Computing Smart Technology Alert Time Management Bring Your Own Device Computing Remote Monitoring and Management Financial Operating System Professional Services Training Managed Services Unified Threat Management Office Networking Employees Electronic Health Records Technology Tips Instant Messaging Settings Personal Information Unified Threat Management Gamification Data Warehousing 5G Mobile VoIP Development ROI Virtual Assistant Bitcoin Shortcut IT Technicians Proactive IT Cost Management Recovery Digitize Distributed Denial of Service Manufacturing Vendor Motherboard Chromebook Bluetooth Legislation Bookmarks GDPR Connectivity Computers Specifications Fleet Tracking Zero-Day Threat Batteries Cyberattacks Social Windows Server 2008 Digital Payment Hotspot Customer Service Transportation Active Directory Migration eWaste Mobile Office Operations Mobile Device Management Wireless Internet Big Data Lenovo Cookies Cables Favorites Wasting Time Current Events IT Consulting Shadow IT Managed IT Service Wireless Smart Devices Samsung Vulnerabilities Holidays Black Friday Asset Tracking Backup and Disaster Recovery CIO applications SharePoint Managing Stress Websites Read Only Security Cameras Wires Mouse Language MSP Finance Windows Server Mail Merge Chatbots User Error Outsource IT Money Point of Sale Tech Terms Employer/Employee Relationships Apple Superfish Nanotechnology Conferencing Database Mirgation Data Breach Outsourcing Break Fix Hard Disk Drives Sensors Mobile Computing Notes Wearable Technology Star Wars IT Cyber Monday Staff Human Error Spam Downloads Enterprise Content Management SaaS Permissions Printing App Optimization Computing Infrastructure Authentication User Management Address Identity Theft WiFi Enterprise Resource Planning Laptop Microsoft Excel E-Commerce Theft Proactive Maintenance Solid State Drive Voice over Internet Protocol Projects Cache Video Conferencing Electronic Medical Records Solid State Drives Touchscreen Geography Hacking PowerPoint Display Techology Business Telephone OneNote Permission Value of Managed Services Social Networking Google Calendar Fraud Remote Worker Cyber security Screen Reader Virtual Machines Alerts Authorization Teamwork Information Technology Identity Heating/Cooling Remote Working Features Cybercrime Travel Politics Return on Investment Remote Computing Technology Laws Biometric Virtual Reality Options Telephone Modem High-Speed Internet Trending Outlook Tech Support Disaster Resistance IT Assessment Firewall How To Test Emergency Multi-Factor Security G Suite Statistics Private Cloud Database Management Smart Tech Credit Cards Comparison Licensing WPA3 Shared resources Going Green Printer Mobile Servers Budget Procurement Regulation Marketing Twitter Education CEO Printers Students Daniel Stevens

Latest Blog

While all a business’ technology solutions are important, some are bound to take priority over the others, especially when certain ones become an industry-wide focus. A recent survey evaluated the top concerns of small-to-medium-sized businesses for the coming year. The resu...

Latest News

We are proud to announce that 415 IT and our CEO, Daniel Stevens, were recently featured by CIO Applications. We discussed how and why we serve our clients, as well as some sneak peeks for our future. Read our interview by visiting:  https:...