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Keeping Your Email Box Organized & Ready for
Business
Learning how to get the most organization from your email
software is very likely the most important skill you can learn to conduct a
successful online home business.
There are three primary email
applications on the market that folks use to manage their incoming POP3 email.
Those three are:
· Microsoft Outlook Express
·
Eudora
· Netscape Mail
In order to get the most from
your email software, there are three key processes that you should learn. These
processes are concerned with data organization, saving time and email database
management.
SET UP EMAIL FOLDERS
Organization is
key to any emails that you intend to save. Having 2000 emails in one folder is
a sure-fire road map to confusion and lost communications and information.
You are the best judge as to how to organize your email into topics that
provide an easy method of retrieval of the information when you need it
most.
Fortunately, the primary email browsers make it easy to organize
your information. By allowing you to create folders within your email software,
you can file specific emails into folders dedicated to the topic of the
email.
To create new folders:
OUTLOOK EXPRESS: Click File -
Folders - New --- alternatively, you may also right click an item in the Folder
window --- and then type in the name of your new folder. Highlight the folder
above where you would like your new folder to be placed, and then click OK.
EUDORA: Click on Mailbox - New --- or right click on Eudora in the folders
window and then click on New. When the window opens, type in the name of your
new mailbox and click OK. If you want to create a folder to place other
mailboxes into, click the checkbox before clicking OK.
NETSCAPE MAIL:
Click File - New Folder. Then from the drop-down menu, select the folder that
you wish to be the folder directly above your new folder, before clicking
OK.
FILTERING EMAIL
Email filters are a tool to
help you save time and frustration. Have you ever lost an incoming email under
the deluge of email coming into your mailbox? With filters, you can direct the
important email or not-so-important email into certain pre-ordained
folders.
As part of the war against spam, most ISP's use filters every
day in an attempt to keep the spam out of your mailbox. In fact, I even use
filters to sort my incoming mail trying to catch the spam my ISP missed.
Don’t be fooled into thinking you need some special software to
filter your email. Setting up filters is actually quite easy.
To setup
email filters:
OUTLOOK EXPRESS: Click on Tools - Message Rules - Mail.
A wizard will open to help you create your new email filters. Just follow the
instructions provided to direct mail based on certain criteria into certain
folders.
EUDORA: Click on Special - Make Filter. Once again, just
follow the instructions in the Filter wizard.
NETSCAPE MAIL: Click on
Edit - Mail Filters. Then click on New in the wizard. Once you click on New,
you will be taken to a new wizard window. Follow the instructions here, then
when you are done, click on OK. This will return you to the first window where
you will set up the sorting order of your filter.
CLEANING AND
COMPRESSING YOUR MAIL DATA
This is an important part of your email
management. When you no longer need an email, it should be deleted. When you
first delete an email, your software will send the email to the Trash Bin. Your
email is not actually deleted until you first empty your trash bin.
Emptying your trash bin compresses the mailboxes from where the email was
originally filed. This is absolutely paramount to the protection of your email
data. If you go too long between compressing your email data, then your email
data could become corrupted and you might need assistance in recovering your
email data.
Even after you have emptied your trash, Compressing
Folders is a recommended step to prevent other data corruption. Once you
understand that an email does not actually move from one folder to another
until the folder is compressed, then you can better appreciate this advice.
As an example, when Email A comes into your main Inbox, the data connected
to Email A appears in two files. One file contains the header and body of the
email. The other file contains only the email header information.
When
an email is moved from one folder to the other, only the header information is
actually moved. The body information will not be deleted from the original
folder until which time the original folder is compressed.
This
explains the purpose of emptying the trash AND compressing folders. If the
email was simply moved from the Inbox to another folder, then emptying the
trash is not enough. The original placement of the email is not actually
removed from the file that contains the body information until the message has
been designated for compression.
To empty your trash:
OUTLOOK
EXPRESS: Click on Edit - Empty 'Deleted Items' Folder. To compress the
remaining folders, click on Tools - Options, then click on the tab for
Maintenance. Then click the button that says, "Clean Up Now". Once the
compression is completed, click OK.
EUDORA: Click Special - Empty
Trash. To compress the remaining items that need compression, then click on
Special - Compact Mailboxes.
NETSCAPE MAIL: Click on File - Empty
Trash Folder. To compress the mailboxes, click on File - Compress Folders.
I cannot stress enough how important it is that you utilize the tools
for emptying the trash and compressing the mail folders. Protecting your email
data on a regular basis is good practice for avoiding disaster in your
mailbox.
So many of us rely upon our email software to keep our online
business running smoothly. Once you master the tools provided in your email
software, your online business will run smoothly also.
Let me share
one important lesson I l've learned about computer software. One should never
be afraid to try new things. Learning how to get the most out of your software
relies upon your willingness to dig in and learn how to use it.
Once
you learn how to use your software to its full potential, then your life will
be greatly simplified and your effectiveness will be dramatically improved.
Copyright © Stone Evans, The Home Biz Guy
About The Author:
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