Keeping Your Email Box Organized & Ready for Business

[Chris Fischer]

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Today's Feature Article:

Keeping Your Email Box Organized & Ready for Business
Copyright © Stone Evans, The Home Biz Guy
http://www.pluginprofitsite.com/main-3063

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 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:
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Stone Evans, The Home Biz Guy can help you launch your very own
m.oney making website today that's 100% ready to take orders and
pull in massive profits for you right now ... g.uaranteed! Visit:
http://www.pluginprofitsite.com/main-3063
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Warm regards,

Chris Fischer
http://www.powerfulmarketinginfo.com

P.S. Discover the world's #1 home business here:
http://www.pluginprofitsite.com/main-3063






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