Hey there! Let’s talk about email. It’s a staple of modern communication, but with so many options out there, it can be hard to decide how many email addresses you really need. Do you keep it simple with just one account, or is it better to have multiple accounts for different purposes?
In this post, I’ll explore the pros and cons of each option and help you figure out how to manage your email accounts to stay productive and organized. By the time you’re done reading, you’ll have all the info you need to make the right choice for you.
I know that as a computer coach (or IT professional) I have a lot of email accounts. Now I’m not saying that you need as many, but you might want more than you have. So let’s talk about how many email addresses you really could use.
One Email Account
If you prefer ‘simple’, then having just one email address may be the best option for you.
What are the benefits of sticking with a single account:
It’s easy to manage
With just one inbox to keep track of, you won’t have to worry about moving between multiple accounts/apps or checking multiple inboxes throughout the day. This can save you time and help you stay focused on your work or other tasks.
It’s less confusing
Having multiple email addresses can be confusing (been there, done that😅), especially if you’re using them for different purposes. You might accidentally send a work email from your personal account or vice versa, which could lead to some awkward situations. With just one email address, you won’t have to worry about mixing things up!
Of course, there are situations where having multiple email addresses might be necessary or more beneficial. So, let’s take a look at some of those situations.
Multiple email addresses
There are times when having multiple email addresses can be super helpful.
Keeping work and personal separate:
When you use your personal email for work, it can be tough to unplug and enjoy your free time. By having a separate work email, you can keep work-related stuff in its own corner and maintain a healthy work-life balance.
Managing multiple businesses
If you run multiple businesses or have side hustles, having a separate email address for each can help you stay organized and keep track of important information, helping you stay on top of things and keep important info from getting mixed up.
Filtering out spam
We all hate spam emails. But if you sign up for lots of stuff online, it can start to get overwhelming. By having a separate email address for those types of sign-ups, you can keep your main inbox free from clutter.
Staying organised online
If you’re active on social media, forums, or other channels, having multiple email addresses can help you keep everything straight and prevent confusion.
Ultimately, it’s up to you to decide how many email addresses you need. Need some tips or ideas? Keep reading…
So how many do you need?
If you are thinking about the multiple emails road (and I personally use this option), then what should the accounts be for?
1) Main Personal Email Account
You are going to have an email account. This is the one that you use for communication with family and friends. it’s also the email that you give out for some of your important or everyday online accounts.
2) Main Business Email Account
Whether this is the one created by the company you work for, or it’s one that you’ve created for your business – we all end up with a business email address.
This let’s you separate out personal and business information requests.
Having a separate business email is supposed to let you switch off from work!
3) Spam freebie sites
If you love to sign up for those freebies that you see on the TV, or in online adverts, you know that while you *might* get that wonderful item, it’s more likely that you’ll receive a lot of spam or rubbish emails instead.
Keep your main email accounts cleaner, by using a different email address that you are happy to share with ‘anyone’.
This becomes the one that will end up on a lot of lists around the internet, and a tonne of spam messages!
It’s a great way to stay a bit safe with your information online.
4) Email Lists
This is the one that I should have started using earlier!
When you start or are in a busy, it’s too easy to sign-up for a lot of free content.
You know, the ‘next best thing’ that will help your business.
With that you end up on a list of people’s lists.
Now it’s not spam (as above), because, you signed up… you feel or hope that it will be useful.
However, depending on how many you sign up for, it can easily becoming overwhelming, not only how many emails you receive, but that they down out the business emails that you really need to see.
Create a separate email address that you can use to sign up with. This way you get the item you wanted, and get a chance to read the useful and interesting content (does it sound like I’m one of those people? 😁), all without taking over your main business address.
Tips for managing multiple email addresses
You’ve decided that having multiple email addresses is the right choice for you – then it’s important to know how to manage them effectively.
Use labels or folders
Organise emails with filing – Labels in Gmail or Folders in Outlook
Blog: Email Overload: How to Organise Your Messages with Folders
Video: Quick Tips: How to Create a New Folder in Outlook or How to Organise Your Gmail Inbox with Labels
Check your email regularly
Don’t let emails pile up in your inbox. Make a habit of checking each email account regularly so you can stay on top of important messages.
Use a unified inbox
Some email apps allow you to view multiple email accounts in a single inbox. This can be a way to simplify your emails and keep everything in one place.
Or you can have your accounts in a single email program, switching between inboxes to help reduce the number of programs you need to switch between.
Next Steps
At the end of day, the number of email addresses you have depends on your individual needs and circumstances.
While having multiple email addresses can be helpful in certain situations, such as separating work and personal communication or managing multiple businesses, it can also lead to confusion and overwhelm.
On the other hand, having only one email address can simplify your life, but you need to make sure that you organise yourself and take advantage of the tools like folders to manage all the messages.
Ultimately, finding the right balance between simplicity and functionality is key. Consider your specific needs and follow some of the tips we’ve outlined, you can find the right number of email addresses and a system for managing them that works for you.
To answer the question how many emails do you need? The answer is up to you. Just remember to keep it simple, stay organized, and don’t let email overload take over your life.
Other Data Security Posts
Let’s talk basic cyber security essentials
How to stay safe from email scams
What are good password practices?
Do you really need a password manager?
How many emails addresses do you need? (current post)
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