Use this guide if your inbox has hundreds or thousands of unread emails and you are missing things that matter. You need your email account open on a computer if possible, as bulk actions are easier on a larger screen.
Step by step
Search for what matters first
Before you delete anything, search for words such as invoice, appointment, council, HMRC or your bank's name. Move anything important into a folder called Action or star it. This stops you deleting something you need.
Archive the old backlog
Select everything older than a set date, such as three months ago, and archive it rather than deleting it. Archived emails stay searchable but leave your inbox. This gives you a clean start in minutes.
Unsubscribe from mailing lists
Open recent marketing emails and use the unsubscribe link from trusted companies you recognise. Many email services also show an unsubscribe button at the top of the message. Mark obvious spam as junk rather than clicking links in it.
Create a few simple folders
Keep folders to a handful, such as Action, Waiting, Receipts and Home. Too many folders makes filing slow and you will stop doing it. Use search rather than folders for finding old messages.
Set up filters or rules
Create rules that automatically move receipts, newsletters or notifications into their own folder. Most email services let you create a rule from an existing email with a few clicks. Check the folders weekly so nothing important is hidden.
Build a daily habit
Check email at set times rather than all day. Deal with each message once: reply, file, delete or move to Action. Aim to leave the inbox empty or nearly empty at the end of the week.
Ready-to-use checklist
- Important emails searched and saved
- Old emails archived
- Unwanted mailing lists unsubscribed
- Spam marked as junk
- Four or five folders created
- Rules set for receipts and newsletters
- Daily email times chosen
- Weekly folder check scheduled
Practical tips
- Use a separate email address for shopping and sign-ups to keep your main inbox calmer.
- Never unsubscribe from emails you did not sign up for; mark them as spam instead.
- Check your email storage allowance, as a full mailbox can stop new emails arriving.
Common problems
Important emails keep going into my junk folder.
Open the junk folder, mark the email as not junk and add the sender to your contacts or safe senders list. Check your filters are not moving them there by mistake.
My mailbox says it is full.
Sort by size and delete large old attachments, then empty the deleted items and junk folders. If you still need more room, check whether your provider offers more storage.
I keep getting emails from a company after unsubscribing.
Allow a little time for it to take effect, then contact the company and ask them to remove you. If it continues from a UK business, you can raise a concern with the Information Commissioner's Office.
This guide gives general information, not personal legal, financial or medical advice. Rules and prices change, so check the current position with the official service before acting.
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