Thanks to Chris Brogan for getting me thinking about taming the email inbox and what I do and could do better.

I use Apple’s Mail program as my main email program. I do use Gmail for listserv emails and for some of our business emails. I like them both as they both enable me to organize the incoming emails in folders, tags and labels.

However, the key was to just start using the built in features I had available and maybe, just maybe I could get control of this monster I had created.

Apple Mail enables you to set up folders and smartfolders. For the folders, I set up three main folders that help more than others. First I set up a folder where I can send emails which involve business and/or client issues. Next, “Archived”. And third, a folder called “Respond to”. I quickly send emails to any of those folders by using a great Mac Mail addon called Mail Act-On.

I also set up folders for “Article Request” as I get request for articles often and needed some way to keep track of them. And a folder called “Blogging” to keep track of items that I may want to blog about or for request for blog post.

My biggest problem with these three folders is that I don’t use them as much as I should. I usually read the email and leave the darn thing in the inbox if I want to archive it. So, my goal this week is to archive those emails I need to look at later.

The next tool I use to organize my emails are Smart Mailboxes within Apple’s Mail. With these folders, I am able to set rules to send emails from certain individuals to certain folders. I don’t do anything but set the rule up and let it work. I have folders from clients of G2 Web Media, individuals within our business who are working on projects, to Jott emails. The emails are there for either searching or reading later. I also have a Smart Mailbox set up for all of the faxes my office either sends or receives. A folder for all of the emails to and from my virtual assistant.

The best thing about using Smart Mailboxes is I don’t have to do anything to use them but set up the initial rule and adding certain addresses to the rule.

Checking the Inbox

This is one area I really struggle with and just don’t know what to do. I have my Mail program set to check email every five minutes. Some will call me crazy for this. But, for me, this is just how I do things. I have been exploring a new service called, AwayFind. AwayFind provides you with an autoreply and way for those who must reach you ASAP to contact you with other methods such as text messages. I will let you know soon on this.

I am just having a hard time giving up the idea of checking email often. I plan to spend some time today going through those emails still in my inbox and either putting them in one of the above mentioned folders or trashing them.

Please leave your comments on how often you check your email and what you do to organize your inbox. Again, if I get at least ten tips, I will post them in a followup post with a link to you and your own blog or Web site.

[Update: And this is way too funny. 12 Rules for Getting a Grip on Massive ProBlogger Email was provided by ProBlogger. Do I dare say great minds think alike?]