When you’re planning a vacation, the last thing you want to worry about is your overflowing inbox. Fortunately, there are several easy steps you can take to ensure that your email load is manageable when you get back.
By setting up rules and filters, delegating inbox management to colleagues, and enlisting the help of third-party tools like Boomerang or SaneBox, you can enjoy a stress-free vacation and return to an organized inbox.
This blog post will provide a comprehensive guide on how to achieve Inbox Zen, so that your vacation is as relaxing and enjoyable as possible.
I’ll be giving specific instructions for Gmail since it’s the most popular Email Provider. But, if you use another service, simply google for instructions for your Email Provider.
Set Up Filters & Rules
Filters & Rules are a great way to manage your email when you’re away on vacation. They allow you to set up specific rules for incoming emails and sort them into appropriate folders or tabs. This way, you can easily identify which messages need your attention and which ones can wait until you return from your break. You can also create filters that allow certain types of emails to arrive, such as those from your boss or family members.
To Create a Filter in Gmail
1) Open Gmail.
2) In the search box at the top, click Show search options.
3) Enter your search criteria.
4) At the bottom of the search window, click Create filter.
5) Choose what you’d like the filter to do.
6) Click Create filter.
Create an Out-of-Office Message
An out-of-office message is a great way to let people know you’re away and won’t be able to respond to their emails.
You can set up an automatic response that will be sent when someone emails you, letting them know when you’ll be back and who they should contact in your absence.
It’s a good idea to include the contact information of someone else who can help them in your absence.
To create an Out-of-Office Message in Gmail
1) On your computer, open Gmail.
2) In the top right, click Settings Settings and then See all settings.
3) Scroll down to the “Vacation responder” section.
4) Select Vacation responder on.
5) Fill in the date range, subject, and message.
6) Under your message, check the box if you only want your contacts to see your vacation reply.
7) At the bottom of the page, click Save Changes.
Delegate Email Management to a Co-Worker
Delegating the task of checking emails to a colleague can be a great option, especially if your job requires immediate attention to your emails.
You can have them check your inbox periodically to respond to important messages or forward emails that require your attention when you return.
Be sure to give detailed instructions about which emails need immediate attention, as well as any other tasks that you’d like them to handle.
You can also provide access to specific folders or labels so that they know where to find relevant emails.
Providing clear instructions and delegating effectively will ensure that you come back from vacation with a well-organized inbox.
Use Third-Party Email Management Tools
Third-party email management tools like Boomerang and SaneBox can help you stay on top of your inbox while you’re away.
Boomerang is a tool that lets you know if someone replied to your email and also allows you to set reminders for important messages. According to the New York Times, Boomerang will transform Gmail into a nearly living, breathing personal assistant.
Another tool that helps you take control of your email inbox is called “Sanebox”. This tool will help you keep your inbox organized by sorting unimportant emails away from the important ones. SaneLater creates a special folder on your email account. This is where the app puts emails that it thinks are not important.
In conclusion, taking steps to manage your email inbox before you go on vacation is a great way to keep things organized and make sure that no important emails slip through the cracks. Taking these steps will ensure that you can come back from vacation with a well-organized inbox.
Help your Friends & Family take a break from their work email while on vacation by using the Share Buttons Below. I really appreciate you helping spread the word about my Free Daily Tech Tips for Non-Techies. 🙂