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Email Management with AI

Inbox Management with AI

Declutter your inbox and reclaim your focus — without spending hours every day.

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The Problem

Most professionals spend over 2.5 hours a day in email – not working, just reacting.

Inbox chaos means decision fatigue, lost time, and constant interruption.

The Use Case

AI can help you build an email workflow that’s structured, repeatable, and far less overwhelming.

This use case combines folder logic, prompt workflows, and automation — inside Outlook, with or without Microsoft Copilot.

How It Works

Step 1: Use the 4-Folder System

Set up 4 logical folders to triage emails:

  • 01_Action – Needs you to do something
  • 02_Approval – Waiting on you to decide or respond
  • 03_Information – FYI or low-priority updates
  • 04_Newsletter – Reading material, not urgent

Why the numbers? They keep your folders in order and help you process emails faster.

Step 2: Use Copilot to Categorise and Automate

Use Copilot to analyse your inbox and suggest how to sort it.

Review my emails from the past 30 days and categorise them as: Action, Approval, Information, Newsletter.

Then, create rules for common patterns:

Create a rule to move all emails where I’m on CC to the folder “03_Information”

These small automations eliminate low-value distractions fast.

Step 3: Process Emails with the 4D Framework

Every time you check your inbox, apply:

  • Delete – Not needed, remove immediately
  • Do – Takes less than 2 minutes, handle now
  • Delegate – Forward to someone else
  • Defer – Move to Action folder and block time later

Suggested blocks:

  • Morning: 9:00–9:30
  • Midday: 13:00–13:20
  • Late day: 16:30–16:45

The Outcome

  • Fewer distractions
  • Faster decision-making
  • Clear inbox structure
  • Less after-hours anxiety

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