Email Management Glossary

Comprehensive definitions of email management terms, from AI cold outreach to inbox zero

15 terms defined

5

5 D's System

A decision-making framework for email processing: Delete (remove unnecessary), Delegate (forward to appropriate person), Do (respond immediately if under 2 minutes), Defer (schedule for later), and Deposit (store for reference).

Related:Inbox ZeroEmail TriageEmail Management

A

AI Cold Outreach

Sales emails generated using artificial intelligence tools like ChatGPT, Claude, or specialized sales AI platforms. These emails are designed to look personal and legitimate, making them difficult for traditional spam filters to detect.

Related:Cold EmailAI-Generated EmailSales SpamCold OutreachSpam

AI-Generated Email

An email created using artificial intelligence tools, typically for cold outreach or sales purposes. These emails often have generic personalization, perfect grammar, and lack natural human writing quirks.

Related:Cold OutreachSales EmailAutomated Email

B

Block

Preventing emails from a specific sender from reaching your inbox. Blocked emails are moved to spam. Use for spam, phishing attempts, and senders who ignore unsubscribe requests.

Related:UnsubscribeFilterSpam

Block Sender

Preventing emails from a specific sender from reaching your inbox. Blocked emails are automatically moved to spam, but you can still see them there if needed.

Related:Email BlockBlocklistSpam Filter

D

Domain Block

Blocking an entire email domain (e.g., @example.com) so all emails from that domain are filtered, archived, or deleted. More effective than blocking individual addresses but riskier due to potential false positives.

Related:Email BlockSender BlockBlocklist

F

Filter

Routing emails based on criteria (sender, subject, keywords) to labels, archives, or other actions. Filtering gives you more control than blocking and allows review later.

Related:UnsubscribeBlockGmail Filter

G

Gmail Filter

A rule-based system in Gmail that automatically sorts, labels, archives, or forwards emails based on criteria you set, such as sender, subject, keywords, or other attributes. Filters run automatically on incoming emails.

Related:Gmail LabelsEmail AutomationEmail Organization

Gmail Labels

Organizational tags you apply to emails in Gmail. Unlike traditional folders, an email can have multiple labels, making them more flexible for organizing emails in multiple ways without moving them.

Related:Gmail FilterEmail OrganizationEmail Tags

Graymail

Legitimate but unwanted emails like newsletters and notifications that you may have subscribed to but no longer want. Graymail should be unsubscribed from or filtered based on your preferences.

Related:SpamJunk MailNewsletters

H

Heuristic Analysis

An analysis method that looks for patterns and behaviors rather than specific keywords. Used to detect AI-generated emails by identifying generic personalization, perfect grammar without personality, sales-focused language patterns, and lack of previous contact history.

Related:AI DetectionEmail FilteringPattern Recognition

I

Inbox Zero

An email management method where you keep your inbox empty or near-empty by processing all emails immediately through actions like delete, archive, respond, or defer. It's about making a decision about each email, not responding immediately.

Related:Email ProductivityEmail Management5 D's System

J

Junk Mail

Unwanted promotional emails from legitimate companies that can be filtered or unsubscribed from. Junk mail is legal if it has an unsubscribe option and may occasionally be useful.

Related:SpamGraymailMarketing Emails

S

Spam

Unsolicited bulk email, often malicious or fraudulent, that should be blocked automatically. Spam violates email regulations and requires no response or action.

Related:Junk MailGraymailPhishing

U

Unsubscribe

The process of removing yourself from an email list by clicking an unsubscribe link or using an unsubscribe mechanism. Generally safe for legitimate newsletters and marketing emails you signed up for.

Related:BlockFilterEmail Management

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