How to manage email folders and subfolders

It’s important to manage email folders and subfolders to help keep inboxes organized by reducing untidiness. It also makes locating important messages quicker and easier. With HostPapa’s Website Builder, organizing email has never been easier.

To learn how to access your Website Builder to get started, please visit this article.

Increase productivity by managing your folders

It’s faster to find specific messages when all of your emails are categorized. Email that is better organized gives you more time to devote to more important tasks. At the end of this article, HostPapa will give you nine time management tips to make use of your new free time!

By default, your Inbox contains the following folders:

• Inbox.
• Drafts.
• Sent.
• Spam.
• Trash.
• Attachments: Please note that this feature is package-specific. Speak to your provider about upgrading to this service.

The messages contained in the selected folder will be displayed in the mail list panel to the right. To switch to a different folder, click on the folder name.

Please note: You can increase the loading speed of your Webmail account by limiting the size of your Inbox. Start by deleting messages or placing emails into personal folders.

Managing email folders and subfolders

1. Hover over an item in the Mail secondary menu to reveal the triple bar icon. 
2. Click to display a list of options. 
3. In the drop-down menu, you will have the option to mark all messages as read, unread, or to empty the folder.

How to mark all messages as read or unread

1. Hover your mouse over Inbox in the secondary menu.
2. Click the triple bar icon.
3. Select either the Mark All As Read option or the Mark All As Unread option.

How to create a new folder:

1. In the Mail secondary menu under Folders, click the Create New Folder + icon.
2. Enter a name for your new folder and click Add.
3. In the secondary menu, move your mouse over the folder you wish to make changes to and click the triple bar icon (see image below). Here you’ll see options to perform the following:

• Create Subfolder: Create a folder inside the folder you have selected.
• Delete Folder: Remove the folder and its contents.
• Rename Folder: Change your folder name.
• Mark All Messages as Read: Mark all selected messages in the folder as viewed.
• Mark All Messages as Unread: Mark all selected messages as not viewed.
• Empty Folder: Move all messages into the Trash. You may still view and recover the messages from the Trash folder.

Please note: Deleting a folder will also delete any emails within that folder. Please make sure to reassign any emails that you want to keep to a different folder.

Nine practical time management tips

Good time management is essential for balancing personal and professional responsibilities. People often feel overwhelmed when tasks pile up without clear organization. Learning effective strategies can help reduce stress and improve daily productivity. These nine tips offer a framework for managing time with greater confidence.

1. Set clear and realistic goals

First, start by defining clear and realistic goals for yourself. When goals lack clarity, people struggle with motivation and purpose. Break down large objectives into small tasks for manageable progress. Clear direction ensures your efforts align with long-term personal or professional ambitions.

2. Prioritize important tasks

Next, prioritize activities by determining which tasks matter most each day. A common strategy involves using the Eisenhower Matrix to sort responsibilities. Place urgent and important tasks at the top of your list. This simple prioritization system helps prevent wasted time on trivial matters.

3. Create a daily schedule

Then, create a daily schedule to structure tasks within specific blocks. Scheduling reduces uncertainty while encouraging strong focus on task completion. Using calendar apps and planners helps visualize how each day is organized. Daily structure also prevents procrastination by imposing realistic time limits.

4. Limit and eliminate distractions

Afterward, identify common distractions and take action to reduce them. Phones, notifications, and unnecessary multitasking frequently waste countless productive minutes. Consider scheduling designated breaks for checking emails or social updates. Protecting focus time ensures high-priority tasks get completed without unnecessary interruptions.

5. Use the two-minute rule

Meanwhile, adopt the classic two-minute rule developed by productivity experts. If a task requires two minutes or less, finish it immediately. This prevents small tasks from accumulating and creating a backlog of minor responsibilities. Tiny actions completed quickly create momentum toward larger goals and projects.

6. Delegate tasks when possible

Similarly, learn to delegate tasks instead of handling everything yourself. Delegation improves efficiency while empowering other individuals to contribute their strengths. Focus your efforts on work requiring creativity, strategy, or specialized expertise. By sharing tasks, you free time for more meaningful productivity.

7. Apply time blocking techniques

Additionally, time blocking can organize responsibilities into specific categories of focus. Block out hours for meetings, creative work, and administrative tasks. This method helps prevent overcommitment while creating strong boundaries for productivity. Dedicated time blocks protect your attention from becoming scattered throughout the day.

8. Take regular and active breaks

Furthermore, regular breaks enhance focus while reducing exhaustion and mental fatigue. Studies show short pauses can restore attention and improve long-term performance. Consider stretching, walking, or short breaths to refresh your focus naturally. Balanced breaks encourage sustainable energy rather than complete mental burnout.

9. Reflect and adjust frequently

Finally, reflecting each week ensures your time management system remains effective. Evaluate successes, challenges, and distractions that affect your progress or goals. These reflections reveal patterns so you can adjust future schedules accordingly. Ongoing adjustments help develop a skillful, flexible approach toward improving productivity.

Practical tools for implementation

A mix of strategies works best for sustainable time management practices:

• Calendar apps and planners.
  
• Task management software.
  
• Physical task lists.
  
• Reminders and alarms.
  
• Accountability partners.
  

These tools reinforce habits, keeping you committed and consistent with your priorities.

Steps to build a strong routine

Here’s a simple sequence of steps for integrating these techniques:

1. Write down your goals clearly and concisely.
   
2. Prioritize tasks using a reliable system each day.
   
3. Schedule tasks by blocking time across your calendar.
   
4. Minimize distractions and protect your focus carefully.
   
5. Take regular breaks and reflect honestly on progress.
   

Following these steps consistently strengthens daily effectiveness and reduces wasted energy.

If you need help with your HostPapa account, please open a support ticket from your dashboard.