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The Mindful Entrepreneur

How to Manage Multiple Email Accounts

Categories: Simplicity

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If you’re anything like me when it comes to online business, you’ve got at least 10 different email addresses. You might have a few personal accounts you use for different things, or a variety of websites, each with their own contact@domain.tld address. If you’ve got a more complicated website, you’ll probably have various email addresses just for that one domain (e.g. customercare@domain.tld, unsubscribe@domain.tld).

The original idea behind an email address is that you just have one address per person, however in today’s world of online business, it’s common for one person to handle multiple email accounts – and that’s when things can quickly become too much…

Approaching Email Overload

Having so many addresses can easily and quickly become overwhelming, to the point where you just can’t manage what’s coming in and what needs to go back out.

The worst scenario is probably where you have different web portals to login to different email accounts. Everything is separate, requires time to switch between, brain capacity to remember where to check (and when), and is just an organisational mess. I am a keen believer in off loading as much from your brain as possible, to free up thinking and creativity space. An unorganised email situation is one of the worst offenders for hogging your brain resources, so it needs to be dealt with.

A Solution

The cure for these problems is an email client that sits on your desktop, can handle any email account and allows you to group accounts together. Thunderbird is an open source client that allows this, but it’s a little messy and doesn’t handle everything in the best way. Outlook is good, but it’s pricey and a little cluttered.

The ultimate cure, in my opinion is Postbox.

The Solution

Postbox is based on Thunderbird, but is improved in so many ways that it’s hard to recognise it’s original roots.

The main reason it suits me down to the ground is because it can handle many (and I mean many) email accounts and, crucially, it allows you to group them (something that Thunderbird falls down on). This allows for much for effective organisation and lets you, for instance group all email addresses from a particular domain and view a “combined” inbox. Grouping isn’t restricted to domain level, you could group emails by alias, importance, or anything else you desired.

The main point here, is that Postbox allows for effective organisation of your accounts and keeps everything in one place. You don’t need to login to multiple accounts, as all your emails are in one place. You don’t need to remember passwords, because Postbox does it for you, and ultimately it’s much easier to keep on top of the pain in the neck that emails often are.

Additional Benefits

Additionally, you’ll find a swave of  features that make the experience even more streamlined. For instance, emails are collapsed into conversations (even across accounts). You can use different signatures for each account and choose to reply to one message through a different account to where you received it. There’s also calendar functionality, thanks to the free lightning add-on.

If you’re a MAC user, then Postbox has fantastic Evernote functionality also. If you’re a Windows user then it’s easy enough to just email messages to your Evernote account anyway – I’ll explain more my system for doing this in an upcoming post.

So…What About The Other Email Clients?

There are other clients that can do a similar job, as I’ve already mentioned. But for me, Postbox just seemed to tick all the right boxes, in terms of functionality, look and feel.

If the team behind it can just bring full Evernote functionality to Windows, then it would be an absolute productivity dream and at only $9.95, well worth the licence cost. As it stands, it’s still an absolute steal and an absolute necessity for anyone with more than a few email accounts.

Get your emails organised and combined with getting rid of your todo list, you can take a step towards clearing your mind.

Oh, and if you want a really cool filter to remove 99.9% of your junk email, try this – it’s beautiful.

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About the author: I’m the Founder of Own the Web (aka. Mindful Marketeer), & I’m passionate about helping good causes, local & small businesses grow by bringing clarity to situations. I do this through my work at Own the Web, whilst practising mindfulness & blogging about it here. Other quick facts also include I’m a vegan, an individualist, equality champion & a mindful free thinker. Connect with me on Twitter or Peter Leigh on Google+.