Hints & Tips Dealing with email, Seven Tips on mail filing and archiving
Dealing with email, Seven Tips on mail filing and archiving
Written by Administrator
Dealing with email is always a problem. It is just so easy
to send and receive messages nowadays and this creates vast amounts of
information. What do you do with this? Well the short answer is archive archive
archive.
Your webmail has a 1GB filesize limit but your POP3 email box doesn’t. POP3 is also designed for downloading email and not really to keep email on the server. It is ALWAYS best to use an email client with a POP3 setup. This allows you to keep your server clean of emails and make sure you have backups. The main email clients are Microsoft Outlook and Thunderbird (we recommend Thunderbird).
Seven Tips on mail filing and archiving
1. You Only Need Seven Folders. Create these seven folders in you email system:
In-Box, Trash (you should already have these two);
RESPOND for emails that need a five minute response from you some time
this week;
ACTION for more involved work;
HOLD for information you’ll need this week, but requires no response
from you;
WAITING for things you need a response to; and
ARCHIVE is all the stuff you really need to keep.
2. Now Have a Good Clear Out. Now go through your existing in-box and filing system, and be RUTHLESS. If you’ve a bottomless filing system, look to delete whole folders. And remember, if this is a work email account, then sadly there’s probably no place for jokes!
3. File away what’s left Use the seven folders from step one to file everything away.
4. Check New Messages Set your email to check for new messages at intervals. Turn off any bleeps, pop-ups, or other alerts.
5. Set Time Aside For The In-box Have set times in the day for dealing with new emails. Ten minutes at the start of the day, before lunch, and at the end of the day is ideal. Your aim is just to file the new emails.
6. KISS - Keep It Simple, Stupid Make the emails you send short and to the point. If you’re writing more than a paragraph or two, would a meeting or a report be better? Use the cc only for people who really need to know, and send attachments only when really necessary.
7. Set Time Aside For Reviews Book time in your diary for ACTION emails, and use those spare five minutes for the RESPOND folder. Purge your folders on a weekly basis, and every six weeks, repeat steps 2 and 3.
Latest from Administrator
Leave a comment
Make sure you enter the (*) required information where indicated.
Basic HTML code is allowed.
