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5 Important Tips for Managing your Email

Tuesday, 4 July 2017

 

5 Important Tips for Managing your Email

1.       Set up Folders
Set up folders to manage your email flow and to prioritise email.  For all those non-critical newsletters and catalogues, set up a folder and have them directed straight to that folder by using your Filters (see point 2).  Then you can ignore that folder until you have some spare time to read.  And vice versa, if you have high priority emails, have them automatically filtered into your Action folder which you review regularly.

2.       Filter Email
Now that you have your folders set up, make sure you set up your filters so that email coming into your account is moved to the appropriate Folder.  Then you know which emails require immediate attention, and which emails are nice to read when you have time.

3.       Checking Messages
The reality is most of us are not sitting at our desks waiting for an email to arrive so we can work on it.  But most people have their email system set to automatically check for new mail every 5 minutes.  Unless you are working on time critical systems (and then you should not be relying on email anyway) you should set your email to download once every 30 minutes or 60 minutes.  Then you can comfortably work without the distraction of seeing new emails appearing every 5 mins.  If you are relying on receipt of an email, you can still manually check your mail whenever and however often you need to. 

4.       Set up Automatic Purging
Keep your email inbox manageable by setting up rules regarding retention of email.  Catalogues, newsletters and coupons are only applicable for a certain period of time, so why keep them in your Inbox  forever?  Set your retention policy for 30 days and your email system will automatically delete them after that period.  Will save you looking at something that is already out of date.

5.       Clean out your Email account regularly
Do a manual check of your email on a regular basis, at least once a year, but more often if you are a heavy user.   Delete old/obsolete emails.  Download non-critical email to local folders.  Archive old email that you no longer need on-hand and store off your computer.

 

If you find these tips useful, spread the world. 

 

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