For the sake of this article, we're going to assume that you understand the benefits of being a filer rather than a piler. If you'd like to get to an empty inbox, but are facing what seems to be an insurmountable pile, take heart; we've all been there. Even for people that are meticulous filers, there are times, such as returning from a trip, where the amount of email facing you seems impossible.
Sometimes when we get overly focused on the end goal we make our task seem impossible, and it doesn't need to be. There's a simple formula you can follow that will help you meet your goal of an empty inbox. If you decide to follow it, your inbox won't be empty today, or even tomorrow, but in a matter of days, most likely less than a week, it will.
It's called Inbox 0.5. The idea is to ensure that you get through at least half of the emails you are facing. Here's how it works:
It's day one, and you're looking at 700 emails staring you in the face first thing in the morning. It's your task to get down to 350 by the end of the day. It sounds hard, but here's the thing. Most of that email is bulk mail subscriptions and the like, or simply out of date. If you can group or sort based on email subject or thread, do so - it will help you dispose of a huge number of emails once you've caught up to date with the most recent one.
It seems like a lot (and it is), but you'll probably find that getting through the first 350 messages is the easiest batch you will face.
Have you got an iPhone and a Gmail account? If so, you're probably using IMAP, and you may not even realize it. What's IMAP? It's an email protocol that has been around for many years, but is not nearly as well known as its counterpart, POP.
First, the definitions:
POP, or POP3: Post Office Protocol 3, the most commonly used email protocol for retrieving remote email to a local client over a TCP/IP connection.
IMAP, or IMAP4: Internet Message Access Protocol, an email protocol for accessing email on a remote server using a local client over a TCP/IP connection.
While the two definitions seem very similar, take note of the difference. POP is used for retrieving email to the local client, whereas IMAP is used to access email located on a remote server.
When you use POP, your email comes in to you local client, and typically the remote version is purged. There is no concept of multiple clients having identical synchronized versions of your inbox and email folders.
When you use IMAP, your email actually lives on a remote server, and is not purged. You can access it with a local client, which downloads a copy of your messages, and synchronizes the contents of your local mail store to that of the server's. Changes that you make locally are reflected on the server, and if you wanted to you could connect with another device or email client that is capable of IMAP, and you will see exactly the same thing - all of your messages in your inbox and other folders will reflect exactly what is on the server.
Sounds pretty great, right? Well, yes. Most of us probably have some hardcore geek friend that has been extolling the virtues of IMAP for years, only to have it fall on deaf ears. Most of us have either never had the need for such synchronization, or have not had an IMAP capable mail provider.
Previously in this series we discussed the user interface advancement of collapsing emails in the same thread together, and how that can help to deal with a high volume of incoming email. It's worth asking whether this is really a solution unto itself, or if it is maybe just a way to cope with a bigger problem, that of attention fragmentation.
Have you ever found yourself having multiple conversations with the same person (or group of people) at the same time? Most often this will happen in email; you find yourself quickly writing a reply to one thread, and as you send your reply you notice a new update to a different thread from the same correspondent. It also sometimes happens in instant messaging programs, or even social networking sites - and often all of these at the same time. Is this truly more efficient than speaking to people either face-to-face or over the phone? Is it even healthy?
The topic of email as it relates to health is top-of-mind this week, due to a very in-depth article published at the Huffington Post by Linda Stone, titled Just Breathe: Building the Case for Email Apnea, which was highlighted by Robert Scoble. Linda Stone, if you're not familiar with her name, has been an executive at both Apple and Microsoft, and was the person that coined the term "continuous partial attention". Continuous partial attention refers to the way in which we attempt to multi-task, but really end up only giving a fraction of our attention to any one task, project, or conversation. Linda argues that we end up accomplishing less, damaging relationships, and generally accomplishing the opposite of what we intended when we practice continuous partial attention.
Is your email inbox overflowing with thousands of messages, or is it virtually empty, with only the few messages that have come in since the last time you checked it? It seems like a simple personal preference, but the answer to the question of whether you are an email "filer" or "piler" says a lot more about you than you might think it does.
While nobody can see into your inbox, the fact is that if you simply leave everything there and let it get pushed down by new messages that are coming in, you're almost certainly not giving enough thought to the things that hit your inbox. For pilers, the only clue as to whether an email has been dealt with is whether it is marked as read or unread. But all too often we read emails when we are not currently in a position to do anything about them. Even if we're careful about going back and marking messages as unread, they still get pushed down, out of sight, out of mind.
Right now, many of you with overflowing inboxes are probably screaming at your screen. How can we be so bold as to assume that we know if you're on top of your email or not based on this simple criteria? And plus, just last week we were writing about the virtues of Gmail. Gmail! You know, the email client made by that internet search juggernaut, Google! Surely if you need to find an email, it's only a search away. So why bother filing things at all?
Okay, we hear you, and understand your position. But there's really no gentle way to say this, so we're just going to come out and say it.
You're wrong.
Okay, there, we've said it. Everyone take a deep breath! Now let's look at how we can take such a controversial position in complete and utter knowledge that we are right, with not even the remotest possibility that we could be wrong. Alright then.
This post's subtitle could be "Why Gmail rocks". If you're already a Gmail user, you probably already understand Gmail's unique way of grouping messages from the same conversation together and presenting them in one unified view. If that's the case, this article is probably not of much interest to you. But if you've never tried Gmail, and have never understood why your friends keep saying it's the best thing since sliced bread, hopefully we can help you out (and provide some alternatives if Gmail is not an option for you).
Grouping threads
Virtually all email clients have a view that presents a list of messages. The traditional way to handle this (and the way virtually all email clients and webmail interfaces do it) is to treat each individual message separately. The onus is on the user to keep various conversations (threads, in email parlance) straight in their head. This works fine when you receive only 20 or 30 emails in a day, but when you get up above 60 or 70, this model starts to fall apart. It completely fails when you get up into hundreds of messages per day or more.
The unique feature that Gmail brings to the table is the ability to intelligently group messages from a common email thread together, so that in your list of messages you will only see one entry per thread. Right off the bat this will take an inbox with 70 actual messages in it, and make it appear as if there are only 20 or 30, since you're only seeing one row per thread.
Today we'd like to introduce the first in a new weekly series of posts at Download Squad called Emailers Anonymous, a series for anyone that is addicted to email as part of their daily life. We're going to explore email from all angles - everything from email clients to email etiquette, email productivity to email formatting. And anything else you have questions about.
Today's post will focus on email etiquette, and how to be a good email neighbor.
It's easy to feel frustrated with friends and co-workers when they make basic email mistakes like sending messages with no subject text, or referencing an attachment but not actually including one. But are we completely innocent of making email offenses ourselves? Have a look at the ones listed below; maybe you could be a better email neighbor.
Links without context
This is maybe one of the most common, and most egregious faux pas that can be committed online. It happens on instant messaging programs and frighteningly often on Twitter, but it also happens very often in email. Think about the last time you came across a website you really wanted a friend to see. When you emailed it to them, did you give any descriptive text so that they had a clue as to what they were about to see when clicking on your link, or did you simply give the a link and expect them to blindly follow it? This is tantamount to saying "close your eyes and open your mouth" - no thanks! If you really want people to follow your links, take a moment to explain what they are about to see - a sentence or two is enough.
For the sake of this article, we're going to assume that you understand the benefits of being a filer rather than a piler. If you'd like to get to an empty inbox, but are facing what seems to be an insurmountable pile, take heart; we've all been there. Even for people that are meticulous filers, there are times, such as returning from a trip, where the amount of email facing you seems impossible. 
This post's subtitle could be "Why 
Today we'd like to introduce the first in a new weekly series of posts at Download Squad called Emailers Anonymous, a series for anyone that is addicted to email as part of their daily life. We're going to explore email from all angles - everything from email clients to email etiquette, email productivity to email formatting. And anything else you have questions about. 
