Explained: How to achieve Inbox Zero 

5 min read

The concept of Inbox Zero was introduced by Merlin Mann, an expert when it comes to productivity. Let’s talk about the basics of Inbox Zero. First up, you may want to know that the “zero” in “Inbox Zero” does not indicate the amount of emails left unread. However, it indicates the amount of time one should invest in their respective email inbox.

Inbox Zero aims at making a person realize that the inbox should not be confused with the to-do list because when that happens, productivity suffers. In simple terms, checking the number of emails left to be replied to should not be a hassle anymore.

As we take the responsibility to teach you about the basic idea behind Inbox Zero, teaching you how to achieve it in the easiest way is now our responsibility, too. Here are some basic tips to get you going:

  • For starters, avoid leaving your email client open at all time, instead, check your emails periodically, for example, every two hours.
  • Delete and archive as many emails you possibly can and if you feel like the email you’ve received is not fit for you, consider forwarding it to a person you seem fit for the email there and then.
  • As you get better at following the steps above, try to reply to each and every email that you don’t forward within a minute or two. If, however, you feel like some emails would take more than two minutes to answer, make a separate folder for them.

Following the steps laid out above will ensure a timely achievement of Inbox Zero. Still, we have put together a list of the five best email apps which can speed up the process.

One of the major disadvantages of using a standard email app is the lack of organization. The very mention of email suggests clutter as it mixes up the personal and professional space. Not anymore.

5 great applications for iOS and Android users to help achieve Inbox Zero


Boxer is a gesture-based email app which basically lets you swipe your way to Inbox Zero. Push notifications and a whole dashboard of important emails are the features that stand out. It supports all the email providers, except POP3.

Get Boxer


Hop isn’t your usual email application. It uses a threaded, messaging-app style layout to display emails. Not only does it support native push notifications, groups and calling fellow Hop users for free, you can even attach files from Dropbox or Google Drive. Also, it supports all the email clients, POP, IMAP, Gmail, AOL, etc.

Get Hop

Inbox By Google

Hands-down one of my favorite Gmail applications. Inbox by Google has a unique feature called bundles, which will group all your, say, movie ticket receipts together. It also highlights some real web-based data in accordance to the emails, for example, if you have your flight tickets mailed to you, it will show you real-time status of your flight.

You can make Inbox work like a reminder app too, which has the ability to snooze for free. The downside, though, is the fact that it only supports Gmail addresses. For now.

Get Inbox


Newton works like magic when it comes to the integration of iCloud, Gmail, IMAP and Exchange addresses in one unified app. Moreover, integration of Evernote, Todoist, Trello, and other apps, is also available. Simply connect your accounts, and you can save emails to the different apps. The perfect app for power users. However, it does cost $50 on a yearly subscription basis.

Please note: Newton was earlier known as CloudMagic. Stay tuned for an in-depth review of Newton!

Get Newton


Spark houses some great customization options when it comes to gestures. You can swipe left, swipe right and easily customize the swipe gestures as per your own liking. This unique app has another great feature called “badges” which basically shows you the total emails you have, unread or read. Spark has a dedicated Apple Watch interface too, which has features just for the Apple watch.

Get Spark


myMail is one of the fastest email clients on the list and one of the most respectable features of this app is its “image generation” feature. What this feature does is, it automatically pulls in photos for the email senders. However, if for any reason it isn’t able to fetch images, it’ll use Gmail-style placeholders. It lacks the swipe-to-archive feature but makes switching between accounts way easier. It supports Gmail,  Live, iCloud, AOL, and more services.

Get myMail

Thanks for joining us on this explained piece, and be on the lookout for more like this in the future!