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How to manage too many emails

Most people receive too many emails.

Besides work email, if you are a parent, you will have emails from your kids' school and activities.

Maybe you participate in your religious community, and that will means even more emails.

Then, of course, all the email spam accumulated over the years.

Receiving too many emails can be challenging, stressful and it is a waste of time. And time is money.

Over the internet there are a lot of advice on how to manage emails, they are all well-meaning advice but they are all repetitive and not helpful.

Email advice

Unsubscribe from all the mailing list

The first piece of advice when managing too many emails is to delete all the promotional and spam emails.

Gmail does it almost for you with the new "Unsubscribe" button. The alternative is to search for promotional words like "Unsubscribe" in your emails and click on the unsubscribe button for all of them.

It does take a while, but it can be done. And it will make your inbox feel much more tidy.

However, the trick here is to do the work slowly and incrementally. Instead of sitting down and unsubscribe to everything all at once.

Next time you receive an email you are not interested in, instead of ignoring it, open it up and unsubscribe.

Going this way will make this process much less tedious and much more bearable.

Organize your inbox using labels

Labels are the way you should organize your Gmail inbox.

Filters are the way you should set labels.

If you are managing an email inbox that gets too many emails, let automation and filters do the heavy lifting.

Create filters to automatically apply labels to your emails. Unfortunately, it is not always possible, since it can be very hard or even simply impossible to create the correct filters.

The second best alternative is to just apply the labels manually, as you check your inbox, one by one.

It is tedious, you will likely forget, and your label won't work as well. But up to now, it is the best alternative.

Take care of it as soon as you read it

Taking care of your emails as soon as you read them is another great strategy.

If you need to answer the email, do it.

If you need to archive the email, do it.

If you need to take an action, do it.

But do it as soon as you read your email, do not park your emails for hours hoping to get back to them. You will not ALWAYS go back to your email, and you are going to miss something.

This is counterintuitive, but really helps when managing too many emails.

Reach Inbox Zero

Reaching Inbox Zero means that there are zero emails in your inbox.

It is a short momentary win, you will get a new email soon.

But as mental tricks, it works really well. The emails you will receive and the amount of work you will need to do, are always the same.

But you won't feel overwhelmed by it. And you will be, every time, so close to your goal of Inbox Zero that it won't feel too much of a chore.

It does require the patience to go through all your unread emails, read them, and act on them.

But it is extremely rewarding.

Get a virtual assistant

A virtual assistant is someone, that you pay, to do tasks for you.

One of those task can be managing your emails.

Your virtual assistant could read your emails for you and summarize them.

Or it could apply the correct labels for you.

It could as well drafting a possible reply to some emails that you just need to double-check.

A virtual assistant is a great solution to help managing an inbox with too many emails if you have a lot of emails AND the budget.

Besides being very expensive, virtual assistants are slow, it is still an human that needs to check each email. But they can help.

The new simpler way

Today, the best way to handle your emails is with an AI virtual assistant.

You get the same result of a virtual assistant, but at a tiny monthly budget.

GabrielAI is your AI virtual assistant.

Automatic summary of your emails

One of the most common tasks of a virtual assistant is to summarize emails.

If you are getting too many emails, this saves so much time each day.

Instead of opening each email, one by one, a summary helps in deciding ahead of time what needs to be done and what is important what is not important.

This also avoids getting distracted.

Imagine to log into your email inbox in the morning and having one email that summarizes all the emails you received during the night.

A single email to read, and then you are up to speed with everything that you should know.

After you decide which emails need your attention, you can focus on those only. Saving so much time.

GabrielAI implements this features for you.

Using GabrielAI you will automatically receive an email summary each morning.

Smart Filtering

Email filtering is very hard to get right, but it is fundamental when you are managing too many emails.

Email filtering is hard because it is based on very mechanical comparisons.

If the email is from the address: [email protected]

Or if the email contains the word: "Invoice"

Or if the email has a subject with the word: "[New Sales"

These are the classical emails filters that people can use.

Those email filters help in cleaning up, and removing the noise, but not really in organizing the inbox.

For organizing the inbox you need semantic filtering.

If the email is about project "Alpha"

Or if the email is about school activity for Jason.

Or if the email is about the request for fundings.

It is not simple to filter for those semantic filters, you cannot use word match anymore.

This is where a virtual assistant helps. A virtual assistant can apply judgment and "smartness" to an email, and decide in which category it belongs.

With GabrielAI we don't need anymore a virtual assistant, we can just use an AI to automatically manage all of this.

Just describe to the AI which email should be filtered. GabrielAI will apply judgment and apply the correct labels to each email.

In this way, you will keep your inbox not only tidy but also organized.

Auto drafting

Another trick to manage your emails when you receive too many of them is simple. Do less for each email.

Instead of spending time to reply to each email, let your virtual assistant create a draft for you.

You can just review the draft, adjust it, and send it.

Much much faster than writing everything from scratch.

If you teach your virtual assistant how to do it, they will happily write your draft for you.

GabrielAI already implements automatic drafting. You just describe how Gabriel should reply to your emails and it will automatically create a draft for you. The draft will be ready a few seconds after you receive your email.

In this way, you will have much less work to do and it will be much simpler to manage your inbox.


There are many tools, ideas, and techniques to manage an email inbox when you receive too many emails.

The most efficient way is to get a virtual assistant, but they are too expensive and slow.

With GabrielAI you get the same benefits of a virtual assistant, but it is cheaper and much much faster. Always working for you.

You will wake up in the morning with an email inbox well organized and ready to get done with the important work.

You can try GabrielAI today.