It’s the beginning of a new year and a great time to start new procedures in your business or organisation. One procedure that might be worth looking at, is how to handle your emails.This article will give tips on how to get organised with your emails this year.
Over time, you may find that your email program is getting slower to open. This is probably because you have a huge amount of data for it to sort through first. A lot of these emails can be moved to a different location where you can retrieve them again if required. This is referred to as archiving emails. To do this, use the Export option in your email program – usually found under the File option. Export the unwanted emails and copy the exported details to a safe location. Then delete these emails from your email program. If you need to reload them at a later date, use the Import option. The simplest process is to first create a new email folder and move all emails to be archived into it. Then export this folder only.
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Set up email folders under specific categories
You may have many clients or products that you regularly receive related emails for. If so, we recommend that you set up different folders in your email program for these clients or products etc. Once you receive an email, simply move it to the correct folder. This saves you trolling through heaps of general email to find a specific one in the future. See ‘Set up automated message filtering’ to learn how to move the emails automatically.
First decide on the categories. Remember to also create a private one, as this is often the fullest! Under the Inbox, create a new folder for each category. You can do the same in the Sent folder if required.
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Set up automated message filtering
If you have set up separate folders as mentioned above, you may want your mail program to help sort your emails into these new folders automatically. Automated message filters are a system of directing incoming email to specific folders rather than to the Inbox. Junk of SPAM Mail can also be deleted via message filters prior to even getting to your mailbox.
To set up a message filter, there should be a Message Filter option or Organise option under the Tools or Edit options. Follow the instructions to move emails to separate folders. In some email programs, a small green arrow will point to the folder the email has been moved to. The name on the folder title also becomes bold for unread mail in a folder.
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