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Email organization: How to organize your inbox

Organizing your inbox and keeping your emails in order can be a tiresome task, but we are here to help. Discover the Tuta Team’s five steps to sort emails and keep your inbox organized.

Learn how to set up and organize emails and your mailbox in Tuta Mail with this easy guide.

Most mailboxes are cluttered as the average person receives around 121 emails per day. But it doesn’t have to be this way! Today, the Tuta Team is giving you seven steps to organize emails and shares the best ways to clean up your inbox. Finally, keeping your mailbox neat and organized will be easy.

Email organization quick steps

  1. Use folders & subfolders
  2. Use inbox rules & move emails to folders
  3. Use aliases
  4. Label your emails
  5. Regularly delete & archive mail

Step 1: Use folders & subfolders

The best way to organize your emails and maintain a neat inbox is to keep your emails in folders. By using folders, you can either manually move emails into their folders or set up rules to ensure specific emails always go to the setup folder. Tuta Mail allows you to create unlimited folders, and you can create subfolders within these.

Create folders in Tuta Mail: Click on the + to add a new folder or subfolder. Create folders in Tuta Mail: Click on the + to add a new folder or subfolder.

Create folders in Tuta Mail: Enter the folder name and click ok. Create folders in Tuta Mail: Enter the folder name and click ok.

Create subfolder in Tuta Mail: Enter the folder name, choose a parent folder and click ok. Create subfolder in Tuta Mail: Enter the folder name, choose a parent folder and click ok.

Using folders and subfolders are the best way to organize and manage your mailbox. With inbox rules you can also direct incoming emails into their dedicated folders saving you the time and effort of manually organizing new emails.

How to organize emails into folders

Create folders according to categorises or different functions. Some examples could be

A Main folder for banking - subfolders for each bank you have accounts with

A Travel folder - subfolders for each trip or place you visit

A folder for invoices and bills - subfolders for invoices paid and pending

  • How to create folders in Tuta Mail
  1. Click on the pen symbol next to Your Folders
  2. Click on the + symbol
  3. Enter the folder name
  4. Under Parent folder, choose None
  • How to create subfolders within folders
  1. Click on the three dot menu on the parent folder
  2. Click on the + to add a folder
  3. Enter the name
  4. Click Ok

Turn ON Privacy in one click.

You can set up inbox rules so that incoming emails are automatically sorted into the dedicated folder. This ensures your inbox does not become too filled and important emails end up in their dedicated folders where you can quickly open, view, and manage them.

Learn how to set up & use Tuta Mail

Step 2: Use inbox rules & move emails to folders

Set up inbox rules in Tuta Mail: Go to settings, email settings, under Inbox rules click on the + symbol to add a new inbox rule. Set up inbox rules in Tuta Mail: Go to settings, email settings, under Inbox rules click on the + symbol to add a new inbox rule.

Set up inbox rules in Tuta Mail: Under Field select what the rule applies to. Set up inbox rules in Tuta Mail: Under Field select what the rule applies to.

Set up inbox rules in Tuta Mai: Under value enter he value for the rule, then choose the target folder of the rule. Set up inbox rules in Tuta Mai: Under value enter he value for the rule, then choose the target folder of the rule.

Set up inbox rules in Tuta Mai: Once you have the field, value and target folder selected then click ok to apply the inbox rule. Set up inbox rules in Tuta Mai: Once you have the field, value and target folder selected then click ok to apply the inbox rule.

Inbox rules allow all your imported emails to be filed into folders according to the set rules. Inbox rules also ensure that incoming emails are automatically sent to the specified folder.

Inbox rules allow you to choose what happens with incoming emails arriving in your mailbox. In Tuta Mail you can set up rules so that emails from the sender address containing PayPal or Barclays are sent directly into your matching “Bank” folder or subfolders. Or, you can set up an inbox rule for emails from your child’s school to always send to a specific folder.

By making use of Tuta’s inbox rules, you can set up automatic rules once and improve your email organization by keeping your emails neatly ordered in folders, without the hassle of manually moving them each time.

  • How to create inbox rules in Tuta Mail
  1. Go to Settings
  2. Click Email
  3. Click Show inbox rules
  4. Click the + to add a new rule
  5. Under field, choose what the rule is based on. For example, the From/Sender or To recipient
  6. Under Value, enter the terms / address the rule is based on.
  7. Under Target Folder, choose which folder or subfolder the matching emails will be sent to

You can even use Regex (regular expressions) for creating inbox rules in Tuta Mail.

🎬 Watch how to easily create inbox rules in Tuta Mail on YouTube

Step 3: Use aliases

Create alias addresses in Tuta Mail: AGo to settings, email settings, under Email addresses click +. Create alias addresses in Tuta Mail: AGo to settings, email settings, under Email addresses click +.

Create alias addresses in Tuta Mail. Adding email addresses to remain anonymous, private and secure is easy in Tuta Mail. Create alias addresses in Tuta Mail. Adding email addresses to remain anonymous, private and secure is easy in Tuta Mail.

Creating alias email addresses is quick and easy in Tuta Mail. Alias addresses not only help boost security and privacy, but they are a game-changer for your mailbox organization.

To remain private and secure, we’d recommend only sharing your primary email address with people you know. To protect your identity, reduce spam, and stay more organized, you can create alias email addresses for different purposes.

  • How to add an alias address in Tuta Mail
  1. Settings
  2. Click Email
  3. Scroll to Email addresses and click Show
  4. Click on the +
  5. Enter your new alias address and choose the domain
  6. Enter your sender name
  7. Click Ok

You can also change your primary email address by clicking on the three dot icon next to your newly created email alias, and then selecting Set as primary address.

🎬 Watch how to create email aliases in Tuta Mail on YouTube

Examples of alias email addresses you could create for different purposes

  • Primary address: Reserve this exclusively for people you know
  • An alias address for your social accounts
  • An alias email address for banking
  • An alias address for online shopping
  • An alias address for newsletters

To learn how alias email addresses protect your privacy and how to get aliases, check out our in-depth guide here.

Turn ON Privacy in one click.

Step 4: Label your emails

Label your emails for better email organization. Label your emails for better email organization.

Labels are a great email organization tool to help categorize or distinguish different emails.

Like folders, labels are also great for email organization. You can create custom names for each label and choose custom colors too. Emails can have more than one label, and you can view emails according to their labels.

Tip: When sharing a mailbox, labels are a great way to distinguish who answers which email.

🎬 Watch how to create and use labels on YouTube

Step 5: Regularly delete & archive mail

When you receive an email you’d like to keep either email either move it to a folder or archive it. Unsubscribe from annoying and unwanted marketing emails and simply delete any other irrelevant email you receive as they can quickly fill up your inbox.

Easy organization with auto delete after 30 days

Tuta Mail’s auto delete feature ensures that your email storage doesn’t get wasted on trash mail either, thanks to automatic deletion of all emails contained in the Trash or Spam folder after 30 days of moving the emails to these folders. You can also manually empty these folders at any time.

Beyond organization, you get privacy

More than a user-friendly mailbox that gives you excellent email organization, Tuta Mail gives you privacy. With the German email provider, Tuta Mail, you’re guaranteed the best privacy and security thanks to its post-quantum encryption, open source code, and zero-knowledge architecture.

Learn more about why Tuta Mail is considered the most secure and privacy-focused email provider!

Illustration of a phone with Tuta logo on its screen, next to the phone is an enlarged shield with a check mark in it symbolizing the high level of security due to Tuta's encryption.