43 Folders

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43Folders.com is Merlin Mann’s website about finding the time and attention to do your best creative work.

Archiving emails - what do you do?

For the longest time I have been the mad professor of email folders, with tons of separate folders organized by subject (particular clients, administrivia, personal, etc.). I have been fairly religious about keeping my inbox empty and use a fairly rigorous system of filters and popfile to tag, categorize, and redirect incoming email into the proper folder.

I've been looking at Merlin's three-folder system as well as Gina Trapani's Trusted Trio action-based system and they make a lot of sense to me.

But one flaw with these systems is they don't account for long-term storage of emails after they've passed through the Action|Hold|Archive process.

So, how do you handle the archiving of email? I run Mac OS X and while spotlight does a pretty good job of finding email, I would assume that at some point having some kind of folder hierarchy is still necessary. Or is it?

emuelle1's picture

Before the Office 2007 Beta...

Before the Office 2007 Beta trashed my system (at least, my attempt to uninstall it trashed my system) I used to out Outlook to down load from gmail. Now I just use gmail on the web. I never archive a message until any action associated with it has been taken, and I star it or tag it if it's going to be more important than a text search down the road.

At work, I have local folders for people and projects, and I save messages to them so I have a record. I deal with people from other organizations around the country who are supposed to take direction from me but don't report to me (talk about herding cats), so sometimes I have to be able to recount a record of requests on my part and commitments on theirs.

 
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