Organizing,Your,Incoming,Email DIY Organizing Your Incoming Email


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Organizing Your Incoming EmailBy: Janet L. HallEveryday your electronic inbox is flooded with new email. Some of these emails might be spam or newsletters you have subscribed to. Yet other emails might be of importance and need your immediate attention, say from your boss, an order, a subscriber, a co-worker. Regardless of whom it is from you most likely receive email that needs to stand out from the rest of your incoming email because you want to make sure it doesn't "slip" through the cracks and it grabs your attention.Did you know in most email programs (NOT AOL, sorry) you can color code your incoming emails? Did you know in most email programs you can have certainemails automatically stored (moved) or copied into otherfolders, you've created, until you have time to read them?Did you know you can have your email program automatically delete incoming email and you don't even have to look at it?Did you know you could have an email from someone else to you automatically forwarded to someone else?Did you know that you can automatically "follow" email conversations?Knowing how to use and implement the following conditions of just one of these "rules" can help you keep your email organized and your attention on what's important.It is sooo easy you will kick yourself for not knowing about these features, yet be thrilled to have discovered them.Outlook Express:>>Open Outlook Express>>You must know the person's email address or you can select from your address book>>Click on TOOLS at the top of your screen>>Move your Pointer to Message Rules; slide the Pointer over to Mail and Click>>Click NewYou will be presented with a new window that has 12 Conditions and 12 Actions to choose from:12 Conditions for Your Email Rules:1. Where the From line contains people2. Where the Subject line contains specific words3. Where the message body contains specific words4. Where the To line contains people5. Where the CC line contains people6. Where the To or CC line contains people7. Where the message is marked as priority8. Where the message is from the specified account9. Where the message size is more than size10. Where the message has an attachment11. Where the message is secure12. For all messagesAfter you click on one of the Conditions, you now must select one of the twelve Actions for your rule.Twelve Actions for Your Email Rules:1. Move it to the specified folder2. Copy it to the specified folder3. Delete it4. Forward it to people5. Highlight it with color6. Flag it7. Mark it as read8. Mark the message as watched or ignored9. Reply with message10. Stop processing more rules11. Do not Download it from the server12. Delete it from the serverEDITORS NOTE: To view all the different options you will have to scroll down through your lists.After you click on one of the Actions, you are presented with a Rule Description, with underlined values, which you will click on to apply values.The last step would be to assign a name to the rule you just created and then click OK.As you can see from the above choices, there are MANY things you can do to organize your incoming email.Let's do one together, don't worry, you can always change this later.Exercise:Let's say you want your OverHall IT! issue to stand out from the rest of your emails when it is delivered, you know you don't want to miss a single issue so you have decided to COLOR CODE this incoming email.>>Open Outlook Express>>Click on TOOLS at the top of your screen>>Move your Pointer to Message Rules; slide the Pointerover to Mail and Click>>Click New>>In the Conditions, Click in the box: Where the From LineContains people. You should now have a check mark in that box>>In the Actions, Click in the box: Highlight with color. Youshould now have a check mark in that boxDid you notice each time you clicked on a box a valuepopped up in the Rule Description area with your chosenConditions and Actions underlined? This is where you enterthe values you want to apply. Now we are going to go thereand work:>> Click on the underlined condition CONTAINS PEOPLE>>Here you would type in [email protected] OR youcan choose someone from you address book>>Click ADD>>Click OK>>Now, back at the Rule Description, Click on the underlinedaction COLOR>>In the Select Color Box click on the little black down arrowto view and select your color choices>>Select red>>Click OKThe last step is to assign the rule a name, although you mayleave the default name already provided.>>Type in OverHall IT! newsletter>>Click OK>>Click OK or continue creating other new message rulesfor your other incoming emailI hope you explore this wonderful way to organize your emailand have fun!Outlook and most other email programs also providemessage rules, although the steps and wording might besomewhat different. Just check out the help section forsteps you'll need to take in your email program.~~~~The Organizing Wizard, Janet L. Hall, is a ProfessionalOrganizer, Speaker, and Author. She is the owner ofOverHall Consulting, and Organizing By Phone. Subscribe toher FREE organizing newsletter athttp://www.overhall.com/newsletter.htm or visither web site at http://www.overhall.com Copyright 2001 by OverHall ConsultingP.O. Box 263, Port Republic, MD 20676All Rights Reserved. Permission is granted to reproduce,copy, or distribute so long as article is kept intact, thiscopyright notice and full information about contacting theauthor is attached. Article Tags: Incoming Email, Email Programs, Line Contains, Rule Description

Organizing,Your,Incoming,Email

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