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How
to Organize Your Email Without Losing It
Part 1
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©
2003 Herman Drost
Do you often get bogged down with too much email to
handle, chewing up your valuable time online? With email
being one of the most popular forms of online marketing
you can be sure you
are going to receive much more email in the future, wanted
and unwanted.
Picture this scenario:
You receive 40 new emails in your inbox each day:
1. 10 are from personal friends.
2. 10 are requests for more information from potential
clients.
3. 10 are new newsletters that must be read.
4. 10 are junk mail
So how do you deal with it?
1. Create different email addresses using domain
forwarding.
If you have your own web site, your web host allows you to
forward all your email from your domain (domain
forwarding) to an outside address (ie james@a...).
This is called your "catch all" address ie set
up your email aliases (info@y...,
sales@y...
etc) so when you receive email from any of these, they
will be forwarded to your "catch all" address.
The limitation of this method is that you can't send email
from your alias addresses. It can only be sent from your
"catch all" email address.
2. Set-up separate email accounts.
To also send mail from each new email address, you need to
set up a separate email account for each address.
Usually your web host will give you a number of free email
(called POP3) accounts that come with your hosting
package.
Create a new email account for different categories ie
firstname@y...
- for emailing your personal friends.
newsletters@y...
- for subscribing to newsletters.
articles@y...
- for submitting articles.
ads@y...
- for advertising information
ads1@y...
- a public email address you use for forums, newsgroups
and SPAM. If the spam gets too much you can dispose of
this address and set-up a new one.
3. Create new inboxes for each of these separate email
accounts.
Set-up your corresponding email accounts (as above) in
your email software (ie outlook express, eudora etc).
You will need this information:
incoming mail (POP3) = mail.yourdomain.com - incoming mail
server (SMTP) = mail.yourdomain.com or your ISPs -
outgoing mail server.
account name = newsletters@y...
password = the password you select
Do this for each of each of your email accounts.
4. Create folders and subfolders in your inbox.
ie
newsletters
- marketing tips newsletter
- web design newsletter
- forum newsletter
This allows you to immediately categorize your incoming
email by dragging and dropping it into each of these
subfolders. Now you know instantly where to retrieve your
past correspondence.
5. Set-up filters (message rules) for receiving different
emails.
Most email clients have filters or message rules you can
set-up to filter your incoming email. For example to make
sure you don't ever receive emails from a specific email
address again, you can block the sender.
To do this in outlook express, highlight the email address
you received, go to message - block sender. That's it!
For a more extensive tutorial on setting up message rules
in outlook express, go to:
http://familyinternet.about.com/library/weekly/aa020603a.htm
6. Periodically delete your received email.
Soon you will get into the habit of automatically hitting
the delete button as you recognize email that is obviously
spam. This means your inbox will fill up very quickly with
deleted email and will slow down your email software.
Therefore clean out your inbox at the end of every day.
In Part 2 of this article, I'll go more deeply into how
you can effectively deal with spam. This will help you to
be more organized, save time, frustration and enable you
to be more efficient in your online marketing adventures.
**************************************************
Herman Drost is the author of the NEW ebook
"101 Highly Effective Strategies to Promote Your Web
Site"
a powerful guide for attracting 1000s of visitors to your
web site.
http://www.isitebuild.com/web-site-promotion
Subscribe to his “Marketing Tips” newsletter for more
original
articles. mailto:subscribe@i...
You can read more
of his in-depth articles at: http://www.isitebuild.com/articles
**************************************************
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