🤖 Automate Your Inbox Like a Pro

Build an email system that sorts itself—so you can focus on what matters and ignore the rest.

April 29, 2025

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🤖 Automate Your Inbox Like a Pro

If your inbox feels like a second full-time job, you’re not alone. The average professional receives over 120 emails per day—and most of them don’t deserve your time.

This week, we’re taking email automation to the next level. Filters, folders, and smart tools can turn chaos into clarity—automatically.

âś… Tip #1: Set Up Rules to Sort Emails as They Arrive

Let your inbox do the heavy lifting.

đź“Ą Gmail:

  • Go to Settings > Filters and Blocked Addresses > Create a new filter

  • Filter by:

    • From address (e.g. [email protected])

    • Subject (e.g. "statement," "payment due")

    • Keywords

  • Choose actions:

    • Skip the inbox

    • Apply label

    • Mark as read

    • Forward to someone else

📧 Outlook:

  • Home > Rules > Manage Rules & Alerts > New Rule

  • Automatically move emails from clients to folders, categorize by project, or flag for follow-up

Once you build a few, your inbox will start feeling like it actually works for you.

âś… Tip #2: Auto-Categorize Using Labels or Tags

Color-coded labels make scanning emails faster and easier.

Gmail:

  • Use labels like:
    🔵 "Clients"
    🟢 "Finance"
    🟡 "Needs Reply"
    đź”´ "Urgent"

  • Set filters to automatically apply labels based on sender or content

Outlook:

  • Use Categories with colors

  • Combine with search folders to show “All Unread from Clients,” etc.

🧰 Tool of the Week: SaneBox

SaneBox connects to your email and learns your habits. It moves unimportant emails to a “SaneLater” folder, lets you snooze messages, and can even unsubscribe you from noise.

đź”— Try SaneBox

🧠 Quick Recap

Tactic

Tool

Result

Email Rules

Gmail / Outlook

Auto-sort & organize

Labels & Categories

Built-in

Visual scan & filtering

SaneBox

AI-based

Smart triage & prioritization

đź“Ł Share This Tip

Know someone whose inbox is a war zone of unread emails and missed follow-ups?
Forward this to them—it might be the best thing to hit their inbox all year.

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