Email Sorting
Most of us never meant to end up with an overflowing inbox. It just happens slowly, almost quietly, until one day the number in bold beside the word ‘Inbox’ looks less like a count of messages and more like a reminder that digital life can be a bit much. I hear this every week from clients, and the good news is that tidying an inbox isn’t as technical or stressful as it seems. With a few simple habits, email can feel manageable again.
A big part of the clutter comes from what we call grey mail. These are messages that aren’t quite spam, because you may have signed up for them at some point, but they’re not personal or urgent either. Retailers like Woolworths or Myer might send sale alerts, and services such as Telstra or AGL often send promotional updates alongside legitimate bills. None of these are harmful, but they pile up quickly, especially when they arrive daily. True spam, on the other hand, is the unwanted junk that slips through filters. It’s good to know the difference, because most inbox overwhelm isn’t dangerous - it’s just noise.
Some email services try to help by sorting things automatically. In Gmail, for example, you might see your mail divided into Primary, Promotions and Social tabs. Outlook has its own version with Focused and Other. This can be helpful, but it can also hide things you actually want to see. I’ve lost count of how many clients have told me they didn’t receive an important email, only to find it quietly sitting in Promotions or their Spam box. So, it’s worth having a quick look in those other folders every now and then.
One of the most effective ways to stay organised is by creating your own folders. Think of them like drawers in a filing cabinet. Many people find it useful to have a folder for Bills, one for Family, and others for Health, Travel or Receipts. The idea isn’t to create a complicated system; it’s to make it easy to find things later. When a bill from AGL arrives, you can read it, then pop it into the Bills folder. When a photo from a family member arrives, file it under Family. Over time, this reduces the feeling that everything is mixed together in one big digital pile.
Unsubscribing is another simple but powerful tool. If you no longer want marketing emails from a retailer, press unsubscribe - but do it safely. In Gmail and Outlook, the safest method is the built-in unsubscribe button that appears near the sender’s address. This works with well-known Australian companies such as Woolworths, Myer, Dan Murphy’s and Flight Centre. What you want to avoid is clicking unsubscribe in an email that looks suspicious. If it has poor spelling, unusual formatting, or asks for personal details, it may be a phishing attempt hidden under the ‘unsubscribe’ button. When in doubt, delete it.
Search tools can be lifesavers. If you’re hunting for a MyGov confirmation, try typing in ‘mygov’ or ‘code.’ For medical appointments, searches like ‘GP,’ ‘clinic,’ or the provider’s name usually surface what you need. Most people are surprised at how quickly they can find what they’re looking for once they get the hang of using the search bar.
Finally, it helps to keep a simple routine. Checking email once or twice a day is enough for most people. Read what matters, file what’s useful, unsubscribe from what you don’t need and delete the rest. Small, steady habits beat a big clean-up every six months.
A tidy inbox isn’t just about organisation - it’s about feeling calm and in control of your digital world. And as I always tell clients, you don’t have to master everything at once. A few small changes can make email feel friendlier, lighter and far less overwhelming.
From all of us at Greyology, we hope you have a great Christmas season and are able to spend time with those closest to you (with sorted emails, of course!).
Edin Read.
Founder & Chief Technician.
☎️ +61 401 018 615
