Rhea Jaju

Simplifying Email Management: A Practical Guide

Do you find yourself spending hours each day managing emails? You’re not alone. The average professional receives a whopping 121 emails daily. Juggling that many messages can be a real challenge. 

With the sheer volume of emails, we send and receive daily, it can be challenging to stay organised and efficient. This is where email management practices and a powerful Email Management System (EMS) come into play, revolutionising the way we handle emails and boosting overall productivity. 


Understanding Email Management

Email management is the key to smooth communication in our digital world. It’s about handling incoming and outgoing emails efficiently to keep your inbox well-organised. To master email management, consider these strategies and tools: 

  • Categorise and Organise: Create folders, labels, and tags for easy email organisation and retrieval. 
Macroview Quicker Upload With Managed Filing Rules

Quicker Upload With Managed Filing Rules in MacroView Mail


  • Reduce Inbox Clutter: Regular email housekeeping is a must. Archive or delete old and irrelevant emails to maintain an uncluttered inbox, and to keep essential communications at your fingertips. 
  • Automation: EMS can be set up to automatically sort and categorise incoming emails, relieving you of the need for manual intervention. 
  • Time Blocks: Design a structured email-checking routine, allocating specific time blocks for email management, thus preserving your focus on other critical tasks. 
  • Prioritise Emails: Use your EMS to rank emails by importance and urgency. 

What is an Email Management System (EMS)? 

An Email Management System, often referred to as EMS, is a robust software solution designed to help organisations efficiently manage their email communication. EMS goes beyond the basic functionality of email clients like Outlook or Gmail, offering advanced features and tools for organising, prioritising, and archiving emails. 

The Need for an EMS 

Emails have evolved from simple messages to complex documents containing vital information. As a result, managing emails has become increasingly challenging. Here’s why an Email Management System is necessary: 

  • Overwhelming Inbox: Traditional email clients like Outlook and Microsoft Mail can become cluttered, making it hard to locate crucial emails amidst the noise. 
  • Document Overload: Emails often include attachments, which can accumulate over time. Without a proper EMS, these documents can get lost or become difficult to retrieve. 
  • Information Retrieval: When you need to find specific information within your email history, a basic email client’s search functionality may fall short. 
  • Collaboration: In a team environment, sharing and collaborating on emails and related documents can be cumbersome without a dedicated EMS.


Save emails and their attachments to SharePoint for easy retrieval.

Save emails and their attachments to SharePoint for easy retrieval.

Key Features of an Email Management System 

  • Advanced Search: EMS offers robust search capabilities, allowing you to find emails and attachments quickly. You can search by keywords, dates, senders, and more.
    MacroView DMS makes finding documents and emails faster with metadata based search

    MacroView DMS makes finding documents and emails faster with metadata based search


  • Email Categorisation: Emails can be automatically categorised, making it easier to prioritise and manage your inbox. 


Macroview Find Documents And Emails Faster With Metadata Based Search

MacroView DMS makes finding documents and emails faster with metadata based search


  • Document Management Integration: Leading email management platforms like MacroView DMS seamlessly integrate document management and email management enabling efficient document storage and retrieval.  
  • Email Archiving: EMS can automatically archive old emails, ensuring that your inbox remains clutter-free while preserving critical communication. 
  • Automation: Streamline repetitive tasks by setting up rules and automation for email handling. 
  • Collaboration Tools: EMS often includes collaboration features such as shared inboxes, email sharing, and comment threads for team communication. 

Best Practices for Effective Email Management 


MacroView DMS displays an Email-only view, allowing you to easily filter saved Emails and view their important metadata without clutter from other files. 


To optimise your email management system, consider these best practices: 

  • Structural Clarity with Folders and Labels: Create an intuitive folder or label structure using your EMS, enhancing the organisation of your emails. 
  • Subscribe and Filter Wisely: Unsubscribe from irrelevant newsletters and employ filters judiciously to categorise incoming emails with precision. 
  • Curbing Email Overload: Avoid sending unnecessary emails and use alternative communication channels for quick interactions. 
  • Mindful Email Etiquette: Be clear and concise in your emails, use strategic keywords in subject lines, and respond promptly. 
  • Regular Inbox Cleanup: Dedicate weekly sessions to declutter your inbox, archive dated emails, and ruthlessly delete spam to maintain a lean and efficient email hub. 
  • Templates and Signatures: Create email templates for common responses and add personalised signatures for a professional touch. 

MacroView Email Management  

MacroView’s email management solutions supercharge Microsoft SharePoint by simplifying and automating tedious operating processes, freeing up time for your business to focus on the important work. Talk to us to see how our solution can help your business’s unique email management needs.