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January 19, 2023

The elusive inbox zero can feel like an impossible task. It's hard enough with your personal inbox, which is mostly clutter and junk, but the stakes are usually much higher at work. Often the inbox is just a dumping box for anything that comes in that we want to triage and categorise, so we can focus on what is important first.

Here are three tips you can use to achieve Inbox Zero.

1. Set Flags and Create To-Dos

There are emails you might not be able to close off right now, but you need to come back to them. Using the 'flag' option, you can quickly save yourself from accidentally removing something, and it keeps it highlighted to remind you to come back to it. Flagged emails are also added to your Microsoft To-Do list. You can access them, with a link to the original email, from the To-Do app to keep everything in one place.

2. Archiving is Easier than Deleting

We all have intrinsic loss aversion; you know you'll need that project email the moment you delete it. Archiving emails before you delete them gives you breathing room between deleting them forever and putting them aside to clean up after it's clear you don't need them anymore. You can also automate the cleanup process to tidy things up after a few months. However, the archive has a weakness; it’s difficult to find emails again. You can search for them but sometimes have to remember the exact title. If it’s something generic like 'project', you will end up with a wall of results.

3. Filing and Organising

Some emails are just too important to delete, but it's not helpful to leave them cluttering our email (and mental) inbox. We need somewhere to put necessary evidence of correspondence, transactions, contracts and more. Back in the day, you might have created folders in your email inbox to store these and be done with them. Nowadays, with vast amounts of information, large files and images, your email server can quickly fill up with these emails and cause havoc!

You could save them off to a network drive or cloud storage but doing this manually is time-consuming, exporting the email and navigating to the storage location to find the right place to put it each time. You can't afford to misplace or forget to file those essential emails. It would be best if you remembered which ones have been safely filed and which are safe to delete. MacroView Document Management Framework (DMF) with Corporate Email Filing (CEF) automates the process thoroughly! With intelligent tagging and custom rules, you can create the perfect automated filing system from Outlook to help each email find its forever home.

Best of all, CEF integrates with your existing SharePoint and OneDrive environments, so you don't need to pay for expensive extra cloud storage or learn another new system. Everything integrates seamlessly with the Microsoft and Office tools you and your team are accustomed to. CEF understands your filing structure so it can detect and save to new areas without needing to make any updates to the rules. Finally, it tags the original email in your inbox to let you know it was saved successfully. You can delete or archive with confidence and achieve Inbox Zero enlightenment smart and modernly with MacroView.