Speedmailing empty inbox training

Apply the golden rule; start from top and process emails one by one.

Hitting spacebar scrolls through the email.

Use action folders to manage email and keep your inbox empty:

1. Filled Items
2. Do This Week
3. Holding For Later
4. Waiting For Others

Use shortcut keys to move emails from the inbox to the appropriate folder:

Ctrl + Shift + V --> First letter or number of the folder you want to move the email --> Press enter

Getting Things Done lite

4 New Folders

1. Filled Items
2. Do This Week
3. Holding For Later
4. Waiting For Others

3 Golden Rules

1. Empty your inbox one by one
2. Two minute rule
3. Weekly check

2 Quick Decisions

1. Can I do it now?
2. Is the task for later?

1 Trick

0 Mail in your inbox

We've added the toolbar at the supplementary material so you can download it.

Tips

• Adding spaces between words so search for these words in your mail.
• Combine words which could be in the mail to get more specific mails which contains the words.
• Excluding words by using the - before a word.

Quick find your Mail

1. Press Ctrl + E
2. In the search bar, type your query
3. Combine two or three words with a space between the words
4. To further narrow down the search results, eliminate the emails that you are sure are not part of your search by typing in the word with a minus sign.
5. Click the link Try searching again in All Mail Items to expand your search and to include all the folders that you have.
6. If you are looking for files which you received as attachments, click has Attachments on the search menu.

For a summary of the shortcuts see lecture 11.

Rules on receiving, sending and replying email.

Receiving email

1. Process email two times a day.
2. Disable email notifications.
3. Reply within two days.

Sending email

1. Use clear subject lines.
2. Know when not to use email.
3. Don't rely on email alone.

Replying to email

1. Avoid using CC & Reply All.
2. New topic? Change subject.
3. When in doubt, park it.

How To Get Started

1. Turn off new email notifications
2. Retire existing folders
3. Create action folders
4. Schedule a weekly check
5. Do a back from holiday crunch (see the lecture 16 on how to do this)

1. Retine your current folders
2. Create the action folders
   1. filled items
   2. Do this week
   3. Hold for later
   4. Waiting for others
3. Create your weekly check calender entry
4. Use the back from holiday crunch to empty your inbox