Best practices to keep your mailbox lean and efficient

Are you getting weekly or even daily messages warning that you're about to run out of mailbox space? As we increasingly rely on email as our primary method of communication, it's easy for our mailboxes to become cluttered and overwhelming. A full mailbox can also lead to issues with storage and slow performance. Here are some best practices to keep your mailbox lean and efficient:​

1. Delete irrelevant messages
If a message is not important or has no value, delete it. Do not let it sit in your inbox and clutter your mailbox.

2. Empty the Deleted Items folder
 Empty the Deleted Items folder frequently to make sure you aren’t keeping messages you don’t need.

3. Empty the Junk Email folder
Periodically empty the Junk Email folder to save your inbox space for messages you actually want.

4. Avoid large attachments

Large attachments can take up a lot of space in your mailbox. Instead of sending large attachments via email, consider using a file-sharing service.


5. Store attachments outside your mailbox
As attachments accumulate over time, they can take up a lot of space. For attachments you want to keep, consider saving them to a team site, to OneDrive, or to folders on your computer.




6. Utilise Microsoft Teams

Microsoft Teams is a great way to replace internal mail, or at least, help your staff reduce the amount of email they need to send and read each day.

7. Use folders to organise your emails

Create folders for different categories such as work, personal, finances, etc. This will help you quickly find the emails you need without having to scroll through numerous messages.


8. Regularly archive your emails

Archive emails that are important but not needed in your inbox. This will help you keep your mailbox clean and organised, while also having access to important messages.


9. Set up filters

Use filters to automatically send emails to specific folders. For example, all emails from a certain sender can be sent directly to a folder, or emails with certain keywords can be sent to a specific folder.

10. Schedule in time to review
Set your self 10-15 minutes every week to keep on top of keeping your email inbox.

In conclusion, a clean and organised mailbox will save you time, improve your productivity, and also help prevent issues with storage. Why not try just some of these best practices and you can be on your way to making sure your mailbox remains lean and efficient.