Introduction

In today’s fast-paced digital world, there is a strong tendency to prioritise speed and quantity, increasing the demand for more quality, storage, and efficiency. Big Tech refers to this as the cloud, presenting our data as if it is floating weightlessly above us.

It’s no secret that this data actually resides in massive data centers that consume a significant amount of energy and water. The cloud is not just about storage; it operates as a business model that relies on our habits of uploading, storing, and endlessly scrolling through content.

The environmental impact of our digital habits can feel very distant, overwhelming, and difficult to comprehend. This workshop aims to break it down into small, practical steps—starting with something as simple and familiar as emails. Every message we send, save, or neglect to delete uses energy, and that impact accumulates quickly. Inspired by initiatives like Digital Cleanup Day and Computer Care Café, this workshop offers a chance for us to come together and take the time to sort, delete, and declutter our inboxes.

There isn’t a magic solution, but we will share practical tips and best practices. Most importantly, we will work through our inboxes together. By sharing different approaches and experiences, we can support each other in slowing down, making intentional choices, and reducing our digital footprint.

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Materials

Workshop

Step 1: Report

Check and write down the current email stats (e.g., number of emails, inbox size) in the spreadsheet before starting cleanup.

Step 2: Cleanse Zones

Step 2-0: Sort, Search & Organize

Sort your emails to organize and move them to folders
Search for specific emails or type (e.g. Meeting invitation notifications)

Zone 2-1: Heavy File Flush

Identify large or unused files.
Permanently delete or move files to external storage.

Unsubscribe from unnecessary newsletters.
Delete old or irrelevant newsletter emails.
Check and delete emails in your spam folder.
Set up automatic deletion for the trash/bin folder

Zone 2-3: Weight Loss

Record the new state in the spreadsheet after the workshop. If possible, update the “Total Weight Loss” column when you finish the cleansing.

Zone 2: Folder Reboot

Discuss and review our folder structure.
Organize files into appropriate folders.

Step 3: Takeaways

4 Tips to Remember

Send links

Instead of attaching large files directly to your email (e.g. images, videos, or spreadsheets), upload them to a secure cloud storage platform (e.g. pCloud, Dropbox, Proton Drive) or use a temporary file transfer service (e.g. SwissTransfer, WeTransfer, Smash, and include the generated download link in your email.

Minimise Recipients

Every added recipient multiplies the transmission energy and storage needs. Only CC/BCC people who truly need the info.

Avoid Unnecessary Emails

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Subcategory