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HOME - Home Business
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Keeping Your Email Box Organized & Ready for
Business
Copyright © Stone Evans, The Home Biz Guy
http://www.pluginprofitsite.com/main-6973
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: 1. 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'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.
-----------------------------------------------------------------
Stone
Evans will help you setup your very own money making
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http://www.pluginprofitsite.com/main-6973
-----------------------------------------------------------------
Reprinted with permission from the Plug-In Profit Site Free Website Builder.
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