Your Email Box Organized & Ready for Business
Copyright © Stone Evans, The Home Biz Guy
There are three primary email applications on the market that folks
use to manage their incoming POP3 email. Those three are:
· Microsoft Outlook Express
· 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.
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
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
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
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
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 –
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’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