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Keeping Your Email Box Organized
& Ready for Business
Copyright © Stone Evans, The Home Biz Guy
http://www.pluginprofitsite.com/main-5361
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.
-----------------------------------------------------------------
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Reprinted with permission from the Plug-In Profit Site Free Website
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