Filed under: E-mail, Productivity
Staying ahead of the email crush: Mission Impossible?
Some people are great at processing email as fast as it comes in. Others? Not so much. For proof, just take a look at this screenshot of a Gmail inbox with over 21,000 unread messages in it. If your web-based client doesn't offer a search feature, one solution is to set up a Gmail account, import all your old mail, then search to your heart's content. Use Gmail Loader to unstuff mailboxes that live in computer-based email apps like Outlook Express or Thunderbird. Importing all your old email into Gmail is also a nice way to have backup storage for a while until you're absolutely sure you don't need your old stuff anymore.
If offloading your email for sorting doesn't appeal, use your computer's built-in search, like Mac's Spotlight, or download the free Google Desktop for Windows, Mac, or Linux.
Once you've unearthed and moved important emails somewhere for safekeeping, now you need to let everyone know you're starting fresh. Email bankruptcy, as coined by Wired's Lawrence Lessig, is all about letting your overflowing inbox win the battle, but not the war. The premise is simple: collect the addresses of pretty much everyone you know and send out a mass message telling folks you've gotten so far behind the email bus that you'll never catch it, and your only recourse is to start over. Mossberg says to apologize profusely, request that anything really important be resent, then apologize again.
Though it's a radical step, it may be the only way for a truly swamped email junkie to start from scratch. Most people are likely to understand and be sympathetic to your plight but use this idea judiciously. Similar emails will probably not be as well received in the future.
Now, it's time to purge your inbox. Take a deep breath, and a shot of courage (or something stronger, if you like) and just do it. Once the lightheadedness passes, you'll feel better. Trust us.
There's one more thing you have to do before you can claim true victory over your email. Make plans to ensure it won't happen again. Every email client worth it's salt comes with some sort of routing feature. Outlook uses Folders, Mail.app has Mailboxes and Smart Mailboxes, and Gmail has Labels. Most apps will let you micro-manage your mail even further with tags and filters.
Whatever you decide to use, implement it right away and use it faithfully every time you process your mail. The right combination of mailboxes and filters will be unique to each user -- only you know what methods will work best for you. (If readers want us to, though, we'd be happy to drill down into some of the most popular email clients and show some different ways to set them up.)
We know the thought of blasting away an entire inbox full of email can be horrifying. But, face it, waking up every day to an inbox with 21,000 unread messages is no picnic either. Have you ever dealt with email overload? How did you handle it? Share your favorite tips in the comments -- and tell us how many unread messages you had, if you dare.
So, just how good at time waster games are you? Think you've got the stuff? Well, The World's Hardest Game 2.0 doesn't think you do.
Yes, amazingly, it's possible to have a sequel to a game called "The World's Hardest Game". It doesn't seem logically possible, since if the first one was actually the world's hardest, how could another one come along and share the moniker? It made me doubt the name in the first place. That is, until I tried the game.
The mechanics of the game are very simple. You are a small red square, ...

Reader Comments (Page 1 of 1)
Alex M said 3:37PM on 7-01-2007
For the family members I like, I let them know in no uncertain terms that I did not like their FWDs. The ones I don't like are blocked, naturally.
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dfgdfgdf said 2:10PM on 7-02-2007
Or you could use Outlook and never get into that situation in the first place.
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mabelrxu said 1:46PM on 7-02-2007
I use gmail already ... when I start reading my emails (i get close to 50 a day) ... I click "Select All Unread ... then I go through and uncheck the emails I actually want to read (interesting newsletters, etc) ... then I hit archive (optionally, you can mark them as read to not distract you in the future) ... then, just work through the 10 or so that are actually important ... when you want to go back to that newsletter you scanned over but didn't read 3 years down the road, just use the search function
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Dave Chartier said 2:04PM on 7-02-2007
I use a Smart Mailbox in Apple Mail to display just the unread messages in my Inbox, and another to display unread messages in all other mailboxes. Helps to cut through them when they get unruly and hard to track down.
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ahoier said 4:35PM on 7-02-2007
Im sorta in the same boat here, granted I dont have THAT much, but I think I'm getting around 2000 messages in there..mostly from rssfwd.com, etc.
I've been contemplating just setting up Gmail for POP Access, and using Freepops to download (and Trash, I'll empty the trash later on gmail's side :P) all the stuff and weed through it.
There was a time when I couldn't find the perfect news reader, and rssfwd was what I used - even with the clustered mailings, it's fairly loaded :)
Im guessing most of the stuff I don't even really "need", but it's like podcast stuff, interesting blogs, etc that I'd like to re-read.
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Peter said 9:20AM on 7-03-2007
"Im guessing most of the stuff I don't even really "need", but it's like podcast stuff, interesting blogs, etc that I'd like to re-read."
This is really the root of the problem. Not singling out ahoier, but people tend to think they will read stuff or get back to it. But you never do. There is always new stuff to look at or listen to, so how likely are you to go back to peruse old stuff when you have some free time? And on the off chance that you really need an old item for reference, just go look it up again.
If you are accumulating more email than you can deal with, then the only real answer is to unsubscribe to the newsletters and podcasts and only keep as much as you can handle. What's the point of getting a newsletter you never read anyway? Yeah, maybe once a year they will have some interesting story. Well if it's that good, I'm sure you'll hear about it from somewhere else, there's plenty of repetition and repackaging out there.
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Patrick Van Daele said 6:26PM on 7-03-2007
For Outlook users: the ClearContext add-inn (www.clearcontext.com) has been a life saver for me. (And no I am not affiliated with the company).
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