How to use SimplyFile to reduce time spent filing emails

Posted by Hannah Farrer on March 4, 2019
Someone typing on a laptop surrounded by other workers (simplyfile blog)

We're going to explore SimplyFile in this article, but first a bit of backstory...

In April 2017, our Business Development Executive, Ross Stern, wrote a post about an intelligent, intuitive application in Outlook that he had come across.

Findtime, by Microsoft, is a tool that integrates with Microsoft Outlook email and allows individuals to send a collection of proposed time and dates for meetings to multiple recipients, who subsequently vote for the most suitable meeting. FindTime also syncs with Outlook calendars and displays the dates and times recipients are free.  If you haven’t already read Ross’s blog, you can read it here, to learn just how much this blew his mind!

Not to mention making his working life so much easier.

With this in mind, I wanted to share with you another application we have found that can vastly improve your level of efficiency.

On average, how many hours each week do you think individuals spend on email ‘admin’?

The average employee spends 28% of their working week on email. According to a recent survey by the Office of National Statistics, the average number of hours worked each week is 37.4, which brings the total number of hours spent on email just under ten and a half hours.

Let that sink in - every single week, we are spending a day and a half on email.

We know what you are thinking, ‘imagine all of the ways I could be more productive if I wasn’t spending more than 10 hours a week chained to my inbox’. Well, we DID imagine this and ladies and gents, I bring you… SimplyFile.

Introducing SimplyFile

Speaking personally, I am always on the lookout for ways to increase efficiency while decreasing effort.

SimplyFile helps you to stay on top of your emails in your outlook folder by allowing you to file emails with just one click. Using an algorithm, the software learns your filing habits and begins to predict which folder to move an individual email into. This ultimately stops you from needing to drag and drop emails and wasting time searching for the targeted folder.

I have been using SimplyFile for approximately 2 months now, and it does exactly what it says on the tin – I can’t stop recommending this to all my friends and customers!

As you can see from the example below, David has sent me a test email, and SimplyFile will use its built-in intelligence to recommend three commonly used folders to file this away to. These are typically the three most commonly used for emails received from David. In this case, I simply file (pardon the pun!) the email in David’s specific folder, so I simply select “David Smetana”. With one click, the email has been filed away into the relevant location.

A screenshot of Outlook

Here at Chalkline, we are always on the lookout for new ways of increasing productivity and saving time. If you have any suggestions, please send them through!

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