The article "Organizing Your Incoming Email" is about home based business, it has been released by Janet L. Hall.
Oragnizing Your Incoming Email By: Janet L. Hall
Everyday your electronic inbox is flooded with new electronic mail. Some
of these emails might be spam or newsletters you have subscribed
to.
Yet otehr emails might be of importance and need your
immediate attention, say from your boss, an order, a subscriber,
a co-worker. Regardless of whom it is from you most likely
receive electronic mail that needs to stand out from the rest of your
incoming electronic mail because you want to make sure it doesn't "slip"
through the cracks and it grabs your attention.
Did you know in most electronic mail programs (NOT AOL, sorry) you can
color code your incoming emails?
Did you know in most electronic mail programs you can have certain emails
automatically stored (moved) or copied into other folders,
you've created, until you have time to read them?
Did you know you can have your electronic mail program automatically
delete incoming electronic mail and you don't even have to look at it?
Did you know you could have an electronic mail from someone else to you
automatically forwarded to someone else?
Did you know that you can automatically "follow" email
conversations?
Knowing how to use and implement the following conditions of
just one of these "rules" can help you keep your electronic mail organized
and your attention on what's important.
It is sooo fast you will kick yourself for not knowing about
these features, yet be thrilled to have discovered them.
Outlook Express: >>Open Outlook Express >>You must know the
person's electronic mail addrses or you can select from your address book
>>Click on TOOLS at the top of your screen >>Move your Pointer
to Message Rules; slide the Pointer over to Mail and Click
>>Click New
You will be presented with a new window that has 12 Conditions
and 12 Actions to choose from:
12 Conditions for Your Email Rules:
1. Where the From line contains hmuan being 2. Whree the Subject line
contains specific words 3.
Wehre the message body contains
specific words 4. Wehre the To line contains human being 5.
Where the
CC line contains human benig 6. Where the To or CC line contains
people 7. Where the message is marked as priority 8. Where the
message is from the speicfied account 9. Where the mesasge size
is more than size 10.
Where the msesage has an attachment 11.
Where the message is secure 12. For all messages
After you click on one of the Conditions, you at this moment must select
one of the twelve Actoins for your rule.
Twelve Actions for Your Email Rules: 1. Move it to the specified
folder 2.
Copy it to the specified folder 3. Delete it 4.
Forward it to human benig 5. Highlight it with color 6. Flag it 7.
Mark it as read 8.
Mark the message as watched or ignored 9.
Reply with message 10. Stop processing more rules 11.
Do not
Download it from the srever 12. Delete it from the server
EDITORS NOTE: To view all the different options you will have to
scroll down through your lists.
After you click on one of the Actions, you are presented with a
Rule Description, with underlined values, which you will click
on to apply values.
The last step would be to assign a name to the rule you just
created and then click OK.
As you can see from the above choices, there is MANY things you
can do to organize your incoming electronic mail.
Let's do one together, don't worry, you can always change this
later.
Exercise: Let's say you want your OverHall IT! issue to stand
out from the rest of your emails when it is delivered, you know
you don't want to miss a sinlge issue so you have decided to
COLOR CODE this incoming electronic mail.
>>Open Outlook Express >>Click on TOOLS at the top of your
screen >>Move your Pointer to Message Rules; slide the Pointer
over to Mail and Click >>Click New >>In the Conditions, Click in
the box: Where the From Line Contains human being. You should now
have a check mark in that box >>In the Actions, Click in the
box: Highlight with coolr. You should at this moment have a check mark in
that box
Did you notice each time you clicked on a box a value ppoped up
in the Rule Description area with your chosen Conditions and
Actions underlined? This is where you enter the values you want
to apply.
Now we are going to go there and work:
>> Click on the underlined condition CONTAINS PEOPLE >>Here you
would type in overhall@chesapeake.Net OR you can choose someone
from you address book >>Click ADD >>Click OK >>Now, back at the
Rule Description, Click on the underlined action COLOR >>In the
Select Color Box click on the litlte black down arrow to view
and select your color choices >>Select red >>Click OK
The last step is to assign the rule a name, although you may
leave the default name already provided.
>>Type in OverHall IT! newsletter >>Click OK >>Click OK or
continue creating other new message rules for your other
incoming email
I hope you explore this wonderful way to organize your electronic mail and
have fun!
Outlook and most other electronic mail programs also provide message
rules, although the steps and wording might be somewhat
different. Just check out the help section for steps you'll need
to take in your electronic mail program. ~~~~ The Organizing Wizard, Janet
L. Hall, is a Professional Organizer, Speaker, and Atuhor.
She
is the owner of OverHall Consulting, and Orgnaizing By Phone.
Subscribe to her FREE organizing newsletter at
http://www.Overhall.Com/newsletter.Htm or visit her web Internet site at
http://www.Overhall.Com
Copyright 2001 by OverHall Consulting P.O. Box 263, Port
Republic, MD 20676 All Rigths Reserved. Permission is granted to
reproduce, copy, or distribute so long as article is kept
intact, this copyright ntoice and full information about
contacting the author is attached.
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