Research on workplace interruptions suggests it takes around a minute to refocus after checking email, and knowledge workers check their inboxes dozens of times a day. Batching email into a few sessions and replying only when needed can free several hours a week.
How to use the Time Spent on Email Calculator
- Emails received per day
- Inbox checks per day
- Reading style
- Emails you reply to
- Minutes per reply
- Working days per year
- Years until retirement
Results update as you type, and every field accepts the units shown in its menu.
How it works
Enter how many emails you receive and how often you check, how you read them, how many you answer and how long a reply takes, plus your working days a year and years until retirement.
Tips
- Track a typical week before planning – real figures beat estimates.
- Break big tasks into smaller pieces and plan buffer time for interruptions.
- Re-run the numbers when your inputs change so plans stay realistic.
- Use results as a guide for decisions, not as a precise prediction.
Common mistakes to avoid
- Counting calendar days when the deadline is in working days (or the reverse).
- Forgetting breaks, setup and handover time.
- Assuming every day is as productive as your best day.
Inputs explained
| Field | What to enter |
|---|---|
| Emails received per day | A number |
| Inbox checks per day | A number |
| Reading style | Choose one: Read normally (11 s), Read carefully (20 s), Skim (5 s), Glance (1.5 s) |
| Emails you reply to | Choose one: All (100%), Half (50%), Some (25%), A few (10%) … |
| Minutes per reply | A number |
| Working days per year | A number |
| Years until retirement | A number |
What each result means
- Time on email per day = ([Inbox checks per day]×64 + [Emails received per day]×[Reading style] + [Emails received per day]×[Emails you reply to]÷100×[Minutes per reply]×60)÷3600
- Hours per week = [Time on email per day]×5
- Hours per year = [Time on email per day]×[Working days per year]
- Working weeks per year (40 h) = [Hours per year]÷40
- Years of working time until retirement = [Hours per year]×[Years until retirement]÷([Working days per year]×8)
Formula
Daily time = checks × refocus time (≈ 64 s) + emails × reading time + emails × reply rate × minutes per replyYearly hours = daily time × working daysWorked example
Inputs — Emails received per day: 80; Inbox checks per day: 30; Reading style: Read normally (11 s); Emails you reply to: Some (25%); Minutes per reply: 3; Working days per year: 230; Years until retirement: 25.
Results — Time on email per day = 1 h 47 min; Hours per week = 8.9; Hours per year = 409; Working weeks per year (40 h) = 10.2; Years of working time until retirement = 5.6.
Frequently asked questions
How much time do people spend on email?
Surveys find office workers spend about 2.5–3 hours a day on work email.
How can I spend less time on email?
Check at set times, turn off notifications, use templates and unsubscribe from newsletters you don't read.
What is the 64-second rule?
A study found it takes about 64 seconds to return to work after checking a new email.
What formula does the Time Spent on Email Calculator use?
Daily time = checks × refocus time (≈ 64 s) + emails × reading time + emails × reply rate × minutes per reply.