Email Account Overwhelm to Inbox Zero

Your 3 Steps to Inbox Zero


My email account needed help. Luckily I found Steve Dotto ( Canadian TV Computer show fame for many years). Now online with his program Dotto Tech.  If you don’t know him, learn about him here. I think he is terrific!

social box zero

Overcome information overload, get control of your email and the rest will fall in place!
We think that stress affects your health. Having an avalanche of emails can cause you stress. Have you ever hit the pillow and thought “oh did I send that email” or “did I check that attachment etc.” Disrupting your sleep is not healthy. Learn about email sanity here…

Here are the three points about email
1. Understanding
2. Dealing with the damage
3. Systems and habits

How many emails are in your inbox?
They did a poll on the webinar (listed below) 40% were over 1000!
I checked a few of my email accounts and was really surprised! In one – 8,002 in another 10,955 and I  and I have other emails in Gmail as well. Yikes! Terrible, out of control. Due to a fear of losing something? I needed help!

Work Smarter
What is email account overload? Like on Facebook’s relationships status – it’s complicated!
Opportunity,  responsibility – business stress
Loss of control – a curse!
In control – a blessing!

Steve Dotto had a contest  -he told us about. “How many messages in your inbox?”
The winner was 95,000!!! He sent the winner 3 emails – he never collected the prize – likely never saw it because he was drowning in so many emails!

He just couldn’t keep up. Can you image how stressed out he was? Another guy phoned someone to look for his email. (Lack of respect for himself and the person he phoned to check for his email). Steve didn’t like that guy!!

Email Account Types
1. The Hoarder – must keep every email but does nothing with it. But can’t delete it.
2. The Merry-Go-Rounder – opens email closes email again and again. Never doing anything.
3. The Ostrich – sometimes the boss. He believes someone will do something with it, or people will call him about it. It will just go away. Nothing gets done with it. Which one are you? I was #2.

What email is NOT…

  • It is NOT your calendar
  • It is NOT a To Do List
  • It is NOT a Task Manager
  • It is NOT a filing system

Your Brain
What happens in your brain when you open an email account?
– It’s an open loop – the brain tries to keep it all and fails
– You scrolled past the first page but your brain knows it’s there
– Your brain as you fall asleep does mental checks …  …..   ….
– This could be a profound change in your life to manage your email
– The brain can relax when there is white space at the end of the inbox

No one was taught how to manage email.  It’s reacting rather than being proactive.

Getting things done
A routine – a system done at the same time each day – helps to stay in control

Handle It Once
I was once a Mary Kay Director and I will never forget Mary Kay Ashe’s business advice about handling paper in her inbox on her desk. Handle it once – read it and take action – do something with it. It does not go back into the inbox. Excellent direction for your email account inbox as well.

1. Reply
2. Delete
3. Delegate
4. File
5. Defer or schedule it

Supporting Applications
Trusted Systems (All free )
Gmail    to Google Calendars
or Free task managers like Evernote   or Asana

Steve Dotto has a mini-course on email accounts that he was giving away for free.
1. knowledge – reality check – email personality
2. clean up – the heavy lifting (you don’t want to cook in a dirty kitchen so clean it up daily)
3. maintenance – the way you deal with your email every day

Always use the 5 options (above)
In the after the webinar  Q&A, he answers questions like: (how do you send email to Evernote?) – premium forward to individual notebooks in Evernote.

How do you send email to Evernote – premium forward to individual notebooks
Gmail use folders for organization
Use as a digest for many of your emails and more…


There is a free webinar –  Wednesdays.

I am a member of DOTTO Techs  Patron membership – not an affiliate

Host: Steve Dotto, April Heavens-Woodcock, Jen Butler

Date: Wednesday, 8 February 2017

The mini-course that Steve mentions  Enroll FREE DottoTechU    < Sign up – it’s FREE

Step One
3 Steps to Inbox Zero Webinar Replay

Step 2
One inbox  -tackle it once and for all
Clear up the backload
Build a new system
Clear your primary inbox (s )I have many

Step 3
The Golden Rule
On your way to a stress-free inbox

Every time you change tasks, you divert your attention. Then when you go back, it takes a while to re-focus your brain and the task takes longer to complete. Schedule email several times a day but at designated times only.

Combine with the Golden Rules of Email and you’ll find yourself doing higher quality work, and
faster than before, plus you will sleep better at night!!  My email account(s) are now at Zero! Yaa!!!

Dotto Tech


About Kathryn Maclean
A certified Social Media Campaign specialist using Facebook, Twitter Pinterest and Google +. Affiliate Network Marketing


  1. Hello Kathryn, Your title just drew me right on in my friend! Yikes this is so funny, I used to be an email hoarder!! First off I didn’t want to unsubscribe to all these lists I was on and I also would make files for each of them and file all these emails.. CRAZY RIGHT? When was I ever going to get to them?

    I found myself wasting so much time with these. So my conclusion was to set a timer, I gave myself and hour in the morning and an hour in the evening to go through emails.

    Well after doing this for a while I then decided, this was not really worth my time. Most emails were not even worth reading let alone filing LOL..

    Anyways, I could go on and on about this but to make a long story short I now only subscribe to a few lists and have deleted all my files..

    My life is a whole lot less stressful too..

    Loved your post by the way.
    Thanks for sharing
    Chery :))

    • kathrynruth says

      Hi Chery,
      Thanks as you well know the title is REALLY important.
      You do learn as you go with email. Learning how to organize was an eye opener for me.
      Yes I have lovely pictures in my gmail accounts of my gardens or flowers. Now with very
      little emails I can see them!!! Yaa Thanks for your comments.

  2. Hey Kathryn , this post tells my story. I had to laugh at the part about your email not being your calendar or to do list. I recently opted out of a lot of list but I had to be honest with myself regarding why I signed up in the first place. I am to addicted to the same old junk that is given for free. Thanks much for the tips and I love being on the DOTTO list.

    • kathrynruth says

      Hi Lydia,
      Yes I used to use my inbox as storage, read 5 gmails of storage. Not any more. He mentions Asana
      and I have used it before but think I will look at it again. You are on the DOTTO list? I am in the Patreon
      paid program. Like crowdfunding for supporting his staff. Love the Dotto programs.

  3. Oh dear, I am so guilty of this! I confess to being the “Merry-Go-Rounder” – and then of course I can’t find the important emails I meant to do something with! I just checked and I have 31,345 (!) emails – in my primary inbox. I actually have been starting to go through and delete email in batches… obviously still a LONG way to go!

    • kathrynruth says

      Hi Karen, I too was a Merry-G0-Rounder but no more!! Like the winner of his contest who never got the email it’s time
      to take control of your inbox. Try using the It gives you a list of all your emails and it’s easy to delete that way.
      Then you get a digest of email you do want at a time you set. Don’t miss the free course he offers, it’s really good.
      Thanks for your comments.

  4. Hey Kathryn,

    I have never even thought about organizing my email inbox. The emails just keep coming and coming.

    The use of seem to be vital during some serious situations.

    The different type of emails can be categorized. I always mark important emails to a special list.

    Thanks for sharing with us.

    • kathrynruth says

      Hi Ravi,
      I do like using It gives you a list of all your emails and it’s easy to delete that way.
      I mentioned that there was a free course that he offers if you would like to organize your email.
      Excellent training by Steve Dotto. Thanks for your comments.

  5. kathrynruth says

    Hi Ruth,
    My brain is so less stressed since I cleaned out all my inboxes!! Thank you for the comments I do like how you
    wrote that! “Use some of your procrastination time to clean up your inbox, answer important emails and file, delegate, or delete the rest”
    His free course that he offers along with the video have been so helpful to me, that I wanted to share it!

  6. kathrynruth says

    Hi Ruth,
    Was that the name, I don’t remember. All I recall was that he was very entertaining and so helpful.
    If I was flipping through the channels and I spotted him, I watched it. Even with remarks from my husband, not again. lol
    I was thrilled to find Steve Dotto online. A gold mind of information. I am taking his free course on Evernote that comes
    with his membership program. Don’t miss his free email program that he offers. Thanks for your comments.

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