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ONLINE BUSINESS HELP

Keeping Your Email Box Organized & Ready for Business
By: Developer Shed
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    2004-09-05

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    Keeping Your Email Box Organized & Ready for Business
    by Stone Evans

    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.

    Donít 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.

    About the author:
    -----------------------------------------------------------------
    Stone Evans owns the Home Business Resource Directory where
    you can find everything you'll ever need to start, run and grow a
    home based business at: http://www.Home-Business.com
    -----------------------------------------------------------------


    DISCLAIMER: The content provided in this article is not warranted or guaranteed by Developer Shed, Inc. The content provided is intended for entertainment and/or educational purposes in order to introduce to the reader key ideas, concepts, and/or product reviews. As such it is incumbent upon the reader to employ real-world tactics for security and implementation of best practices. We are not liable for any negative consequences that may result from implementing any information covered in our articles or tutorials. If this is a hardware review, it is not recommended to open and/or modify your hardware.

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