tech4boomers

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Archive for email

Archiving E Mail

Managing email is quite an undertaking these days.  If your email box gets as full – as mine does – I am sure you are looking for ways to get it under control.

Gmail users can use their ‘archive’ feature.  If you’re a Gmail user and want to understand how that tool works better, take a look at these two links.  If you’re not a Gmail user, you may want to change what you’re currently using, and switch to Gmail.

https://www.techrepublic.com/blog/google-in-the-enterprise/quick-tip-archive-old-email-in-your-gmail-inbox-the-easy-way/

 

 

What’s in your e-mailbox that you don’t need?

canstockphoto26782238 (1)What are you doing to keep your e-mailbox organized, up-to-date, and under control so that there are not too many unanswered, unread, or e-clutter mail items? Sometimes, I move mail to a trash bin when I cannot get it under control.  But with Mailstrom, the task of organization becomes much easier.  I suggest you try it right away!

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Are you aware that you can get your e-mailbox clutter under control fairly easily using Mailstrom, which  works with Gmail AOL, Outlook, and any other email service that supports IMAP.  And you can try it for free just to get the hang of it.

  •  Mailstrom is a web-based email client that allows you to take bulk actions on your inboxes. Connect Mailstrom to your email (Gmail, Outlook, AOL, iCloud, etc) and then Delete, Archive and Move messages by the hundreds or thousands. Keep your inbox clean with features like Unsubscribe, Block Sender/Subject, automatic rules, and daily or weekly email reports.
  •  How does the free trial work? All users get a free trial of Mailstrom. When you sign up, Mailstrom takes a snapshot of the messages in your inbox (if you have more than 5,000 messages, it will load the latest 5,000).
  • You can use Mailstrom to delete, archive or move 25% of your messages. To act on more messages, you will need to subscribe to one of the plans. Your Mailstrom free trial does not require a credit card and entails no obligation on your part. Look at it as a chance to take some free whacks at your inbox with our awesome power tools. Source: Mailstrom: Frequently Asked Questions
  • Click the image below to access Mailstrom.

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Check for more details at: http://www.pcworld.com/article/2044597/review-mailstrom-puts-you-in-control-of-your-email.html

Tips for breaking those email chains….

echainsAren’t you feeling that just when you thought you had your email ‘under control’, you get pulled right back in? The onslaught of email on a daily basis, whether it be at the office or on home accounts is just ‘out of control’ for many of us. That’s why I believe we can never have too many suggestions for managing email.

A recent article by Jenna Wortham of the New York Times had suggestions that can be easily done by most of us.  Below is a summarized list of those remedies for email clutter.  As always, click the link at the end to read the full article.

  1. Go into the settings of your Facebook, Twitter, LinkedIn accounts and turn off the notification services.
  2. When you cannot ‘unsubscribe’ to emails you do not want from a particular source, setup filters that will direct them to a particular folder.  This will give you an opportunity to read those emails at your convenience before you delete them.
  3. Setup Rules, which Flag emails from sources that need VIP attention. This will help you to not miss your most important emails that need immediate action, or attention.
  4. Try communicating with Twitter, text or use the phone with your friends and family.  This will eliminate their need to send an email to you.
  5. Check your email often during the day to avoid getting a backlog.  Then, reply immediately.  Also archive frequently to avoid Inbox email clutter.

Email has become an integral – even essential – part of our communications capabilities.  As such, everyone, including our Spam communicators, is trying to reach us via email.  We have to find ways to manage/stem the daily influx.  Check out the article.  There are many more suggestions for handling email. How to Lighten the Crush of E-Mail – NYTimes.com.

I hope this is helpful 🙂

Do you have technology manners?

fyi_snub_etiquette Have you thought about whether your manners are good or bad, where technology is concerned. What is your Netiquette IQ?  How would you grade your text, email, voicemail manners?  Do you even know what they should be? Martha Irvine asks just these questions in her article Email, voicemail, text_no response.  What Gives?  http://abcnews.go.com/US/wireStory/email-voicemail-text-response-18595268

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After reading her article, I thought it might not be a bad idea for me to investigate what are considered some of the things you should and should not do.  It turns out some of the suggestions I found have been around for some time.  PC World,  had guidelines as far back as 2009.  Check out these summaries, and then click the link for more detailed descriptions.

Text Message Manners
Too many texts?
…A good rule of thumb is to consider how many times you would be comfortable calling the same person in a day. Think of each text conversation as a phone call and ask yourself whether you are imposing on the other person.

The “other people” factor.

…It is not necessarily rude to text while you’re in the presence of others–if the point of the text message is to involve the recipient in the physical gathering. On the other hand, communicating extensively via text when you should be fully engaged in what’s going on in the real world will surely annoy those around you.

A reply is not always needed.
It is acceptable to respond to a text message with a phone call, an e-mail message, or any other form of communication. The recipient is free to choose the medium of the response, or even whether to respond at all. Similarly, there is no strict rule governing how promptly a person should respond to a text or instant message. The recipient may reply at any convenient time, though in general text messaging and IM are most appropriate for subjects of some urgency.
Read more at: http://www.pcworld.com/article/169139/text_messaging_etiquette.html

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Email Manners
Mind the spam. Distribution lists are a godsend for getting the word out about something en masse, but take care not to spam your recipients.

Carefully consider who gets a reply. “Reply to all” is a powerful but widely abused e-mail feature. When more than four or five recipients are involved, you should use “reply to all” only if the message is of critical importance to the vast majority of those listed.

Out of office messages are more useful than you think. Arranging to send an automated “out of office” e-mail response to anyone who sends you a message can be a big time saver for people who are trying to get in touch with you.

Forget not the power of the pen. These days, whether you’re sending a thank-you note or a simple greeting, a handwritten note will have much greater impact than a dashed-off e-mail message.
Read more at: http://www.pcworld.com/article/169138/email_etiquette.html

Voicemail Manners
Brevity is key. The average person can read a message at least three times faster than you can speak it, so most listeners find every second they spend listening to voicemail agonizingly tedious. One commonly cited maximum tolerable length for a voicemail message is 30 seconds.

Simplicity swings both ways. Having a short outgoing message is a simple but extremely important to avoid angering your callers. Don’t fill your outgoing message with alternate phone numbers and e-mail addresses. Instead offer callers one alternative means of reaching you (either a cell phone number or an e-mail address, usually). If someone urgently needs to track you down, they will find you.

Just pick up the handset. Never leave a voicemail message for someone while you’re speaking through a speakerphone.
Read more at: http://www.pcworld.com/article/169142/voicemail_etiquette.html

I hope this is helpful 🙂

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