A way to empty your email box
Why should I delete emails? I might need them and I have the storage capacity.
Sure. But according to the French energy agency, sending and receiving email emits ~19 gram of CO2 and storing it for a year adds 10 other grams. Not to mention the psychological burden created by seeing hundreds of unread or red-flaged emails.
So do yourself AND the planet a favor : delete what's not necessary.
➡ Step 1 : spams and unsolicited
I would advise to start with spam and all those promotional / unsolicited emails. Lots has been written about it, so I'll make it short.
In Europe, since yesterday we have this wonderful law, called RGPD, which force companies to delete all the data they have about us if asked. So ask!
If you leave outside the EU, you can still ask to not receive the news anymore. It's often a very small written unsuscribe link at the very bottom of the email. Keep doing so every time you receive new junk.
Bonus effect : you will no longer be tempted to buy that stuff that you don't really need but have a super discount on.
➡ Step 2 : anything expired
Use the search option of your email box to show all the expired email and delete them. By expired, I mean the ones about last month meeting, last week lunch with a co-worker, job offers that have long been given to someone else, reply ASAP that you never replied to etc.
You can put keywords like "meeting", "lunch", "invitation", "inauguration", "reservation", "appointment", "drinks", "exhibition", whatever works best for you. And toss everything that from before last week.
Beware effect : maybe the invitation have the name and contact info of someone you will want to call/meet at some point later. Just add the info to your contact list before deleting.
➡ Step 3 : take a break.
If you've come so far, you've probably already delete a few dozen of emails. Yeah for you!
➡ Step 4 : create folders
OK, that's a "time-consuming but effective in the long term" one. Create folders within your inbox for bunch of emails around the same topic.
For example, I create a folder everytime I am working on an article. Every information, investigation, rendez-vous and stuff regarding that subject go in it. When it's finish, I usually keep the folder for two weeks (just in case) and then delete the whole thing. Hundreds of emails gone with one click.
Same goes for my holidays. Every reservation and exchange regarding a trip goes into the dedicated folder. Back from the holiday, that folder is deleted.
➡ Step 5 : create automatic rules
If you don't know anything about technology and can't make it, that's totally fine. But it is worth trying and looking for, trust me :)
The idea here is to let the machine move emails into the designated folder instead of doing it yourself every time you receive one. The way to do it depends on every mailbox and my English is honestly not good enough to explain it, but there are plenty of great tutorials around the web.
I use this for my work agenda for example. Every time my manager approves my day off or one of coworkers takes a day off, our software send us an email. These are useful to know where is who if I need to, but I definitely don't need to read them every time. So they go automatically in their folder and never appear in my work flow. Then every Friday I delete the old ones (see step 2).
That's so far for me! Following it won't leave you with a 0 mailbox but it will make a good dent in the digital moutain and allows a smoother work.
If you have any other advice about email management, feel free to share them with me!