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10 E-mail Organization Tips
Who doesn't have issues with organizing their inbox!? I receive close to 600 e-mail each day due to the variety of activities and contacts I have online. Some I am truly interested in their content - most I am not. A big part of keeping your inbox and your e-mail organized is discipline. Yep, good ole' fashioned discipline! You need to make a consistent practice of checking your e-mail and accomplishing several tasks to keep ahead of the increased traffic of bits and bytes finding their way to your inbox. What are we to do? Let's get organized! 1. Put your DELETE button to work! If you do not recognize the sender, look at the SUBJECT: field. Are there funny characters, alpha-numeric gibberish or it just doesn't make sense? Delete! Don't fall for tricky SUBJECT: fields that say any number of enticing comments only someone you know would say: "You left your umbrella...", "They said it's free!", "Hey how is it going?", "You blocked my IM", "Meeting is Rescheduled", or the one almost everyone wants to open "About Your Tax Refund". None of these are from friends or folks you know or even companies you are doing business with. They are from spammers - the worst kind too - the ones who underestimate your intelligence by thinking these e-mail will be something you would take seriously. If you don't know the sender and the SUBJECT: field looks off, send them on their way to the trash! 2. Once you go through all your new e-mail and follow step #1 above, you are now ready to determine what to do with the e-mails that are left. Do you have several e-mail from the same party? Do you have e-mail from folks who e-mail you quite regularly? Do you have some e-mail that is personal business and others that are more serious and therefore, you probably need to keep a copy on hand? This is where filters come in. Filters are your friends! Filters, or Rules as they are called in Outlook, are what allow you to organize your e-mail on the download. Yes, as you download your e-mail it can go into e-mail folders setup for specific topics or contacts! You can have a "Mom" filter that sends all e-mail from dear old Mom right into your Mom folder. Set up filters to have e-mail from some of your hobby sites, go directly into their own folder. Your best friend can have his or her own folder. Another example is to have information from your financial institutions automatically end up in a folder specifically divided into further folders - Annuity, CDs, Stock, Bonds. The sky is the limit! A side benefit of filters is that if you organize your e-mail to go into their own folders on download - your inbox has less e-mail that you requested or were expecting leaving only the questionable e-mail for you to review. Filters only need be setup once and they are in place until you delete them. Get your filters tightly setup and you can literally find only e-mail from spammers are left in your inbox. One thing is clear about being online and e-mailing - it behooves you to become familiar and proficient with your tools. E-mail software being probably the most important. Check the HELP area or Web site of your e-mail software for further guidance on filters or rules. This is reading and skill building well worth the time when you realize how easily you can control your e-mail's organization moving forward. 3. Another use for your filters? As if filters are not already sounding like the best thing since sliced bread, you can use them to send certain e-mail right to the trash bypassing your inbox all together! You know, the e-mails for certain male enhancement products and adult sites - right to trash. Filters and rules can be used to not only send an e-mail to a certain folder by virtue of e-mail address, company or person's name, they can be configured to find certain adult or offensive terms when listed in the SUBJECT: or BODY of an e-mail message to you can send them right to trash on the download - gotta love it! 4. Back to your inbox... We now have filters in place that organize your e-mail on the download so all the e-mail you requested and or are expecting, is in their appropriate folders for you to read at your convenience. Now your inbox should only have the orphan e-mail with nowhere to go. After following the suggestions in #1 above, begin to review your e-mail. If you run into an e-mail that is from a new mailing list you've subscribed to and plan on getting regular e-mail from, stop right there and make a folder and filter to accommodate these future e-mail. Set up a filter to look for something specific to that e-mail (usually e-mail address works best) and moving forward, on the download, those e-mails will go right into their own folder. Do this for any e-mail topic or contact you plan to receive e-mail from on a regular basis. 5. Read and delete. Read your e-mail as time permits and then delete any e-mail that doesn't have content worth keeping for future reference. Then, empty your trash daily. Loads of e-mail files use a ton of your system's resources. Not keeping copies of e-mail you really will never need in the future helps remove the clutter and drain on system resources. 6. When reading your e-mail you can prioritize when you want to address them. Many e-mail programs allow you to label e-mail by color when viewing a particular folder. For example you could have labels that at a glance tell you how you have prioritized your tasks. Say, red for urgent, blue for later, yellow for maybe. By opening that specific e-mail box you know, at a glance, which e-mail you have set to address right away and which you can get to as time permits. 7. Empty your trash daily but before emptying your trash, you want to be sure to take a quick look-see just in case any of your filters inadvertently picked up on some terms that were included in e-mail that you possibly didn't want to trash. This happens all the time! A quick once-over before deleting your trash will ensure legitimate e-mail you do want to see didn't get lost in the shuffle. 8. Create a folder called Follow-Up, Interesting or To Do. This is where you will file some of the e-mail from your inbox that peaked your interest that you would like to review in more detail but just don't have the time. Then, when time permits you can go to that folder and check into the e-mails worth keeping. Once you review them, though, either send them to another folder for keeps or send them to trash. 9. To avoid e-mail backup, be sure your inbox is cleared each day. Move e-mail to trash, a specific folder or your "To Do" folder, and then empty the trash. If e-mail is older than 90 days in your "To Do" folder - send them off to trash as most likely the information or offer is no longer current. By doing so each day, you keep your inbox clear and your e-mail much more organized. 10. What about all these folders? Have as many folders as you need to be organized and call them whatever will intuitively work for you with a glance. This system is different and unique to each and every user - make sure you use terms and a system that works for you. The above 10 tips when practiced daily will make the world of difference in keeping your inbox organized and clutter free. Just a bit of discipline is all it takes to be on the road to less time spent dealing with e-mail which frees you up to do other important things... like responding to e-mail. About the Author:
MORE RESOURCES: Tobias Ellwood denies Britain took ‘eye off the ball’ and says priority is to reduce tensions The defence minister, Tobias Ellwood, has rejected the charge that a British-flagged tanker seized by Iran in the Gulf could have been better protected, and said the priority for the UK must be to de-escalate tensions. Ellwood also called for more spending on the Royal Navy, and said the US’s decision to withdraw from the Iran nuclear deal had played a part in the increasing tensions in the region. 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Months of wrangling since April’s general election came to a head last week when Sánchez said he was prepared to form a coalition on the condition that Iglesias did not have a ministerial position. He said Iglesias was “the principal obstacle” to agreeing on a coalition, adding that other Podemos members would be offered cabinet positions. Among those tipped to join the government is Irene Montero, the party’s number two, who is also Iglesias’s partner. Continue reading...Civil Aviation Safety Authority suspends operations of GippsAero GA8 after nine people killed Sixty-three Victorian-made planes have been grounded in Australia after a fatal crash in Sweden that killed nine people. The Civil Aviation Safety Authority has suspended operations of GippsAero GA8 aircraft after the accident in Umeo on 14 July. No one on board survived the crash. 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Back in 2015, her first full year as a village health worker, 16 people came down with the disease in Mi Kyaung Hlaung, where roughly 600 residents live surrounded by mosquito-ridden tropical forests. Continue reading...Marital rape not being prosecuted enough, campaigners say, in a country where women face growing harassment Activists have warned of an “epidemic” of sexual harassment and violence against women in Indonesia, in the wake of two recent cases of horrific domestic abuse. In one incident, a man in Jakarta reportedly slashed his wife’s throat with a machete after she refused to have sex with him, an act witnessed by their two children, aged seven and 14. Continue reading...$12,666,181,704 … that’s the Sinaloa cartel boss’s sales in the US. Now he’s in jail, prosecutors want to seize his vast riches It’s a favourite current joke in Mexico: “No más túneles!” – no more tunnels. 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Iran’s Revolutionary Guards claimed to have taken the British-flagged ship into port with its 23-strong crew, and Iranian officials claimed it had infringed maritime regulations Continue reading...The foreign secretary, Jeremy Hunt, said on Saturday morning that Britain’s response would be ‘considered but robust’ if the British-flagged Stena Impero was not released, although he said the government was not contemplating military action. Iran's Revolutionary Guards said they had captured the British-flagged tanker, announcing the move two weeks after the British navy seized an Iranian tanker off Gibraltar, on suspicion of shipping oil to Syria in violation of an EU embargo
Mourners gathered in Japan on Friday to lay flowers outside Kyoto Animation after an arson attack that killed at least 33 people. Many of the victims were employees of the studio, which works on movies and TV productions but is best known for its mega-hit stories featuring high-school girls
Donald Trump claimed Thursday he tried to stop his supporters chanting 'send her back' after he assailed Democratic congresswoman Ilhan Omar who he's suggested should leave the US. The chant came after he recited a litany of complaints about Omar of Minnesota, who fled to the US as a child with her family from violence-wracked Somalia. Video from the North Carolina rally shows the president pausing his remarks, appearing to drink in the uproar and not admonishing his supporters as they chanted. Continue reading...The US representative Ilhan Omar is welcomed with cheers and support as she returns to Minnesota on Thursday after days of inflammatory attacks by Donald Trump. At the airport, supporters shouted their backing of the Somalian-born lawmaker. Meanwhile, Trump tried to distance himself from supporters’ chants of ‘send her back’ at a rally where he criticised Omar, as Republicans worry the incendiary mantra could set the tone for the 2020 campaign
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