Organised  Email 

Simple adjustments to the standard email packages can make life a lot easier. 

Obviously, integrated customer contact managers like MS Outlook are preferable for medium business but it is surprising how organised you can get with the standard email programs.

  • Virus Checkers
    Ensure that you have an up to date virus checker (monthly data updates at least). Have the email and download options activated as most of your viruses will come through your email.

  • Use latest Email Program
    As most of these programs are free, install the most up to date email program as the latest programs usually plug security holes that allow virus activity.

  • Create a signature
    To do this in Outlook Express, go to Tools, Options, Signature Tab, New ... type your details in and press OK. When you then want to add your signature, you simply go to insert and click on the signature .. it will automatically insert the text at you cursor on the email. It should look something like this :

All the best,

John McGregor
Web Site Marketing

Office -  07 3311 6346
Mobile - 0412 508 902
www.smallpond.com.au

P.O. Box  2161,
Keperra.
Queensland. 4054.
Australia

  • Create Folders
    • If you have more than one email address
    • Emails are being sent on a specific subject

    Create a new folder in the inbox to assist with your filing. 
    This also keeps all your work correspondence separate from your personal email. 

  • Message Rules
    To ensure incoming messages get to the right folder you will have to create message rules that will automatically file the emails to their correct folder addresses. Message rules can be used as a junk mail filter.
  • Using BCC
    Use the Bcc (Blind Carbon Copy) for your mailouts so that your clients don't get your long address list. This respects client privacy and protects you from your competition.
  • Check your email
    It is vital that prompt and efficient replies are made to email contacts. Your clients expect it.
    Check your Email twice a day - morning for overseas clients and afternoon for domestic clients.
  • Use Draft Documents
    Create a folder called drafts and place in it the common standard replies. This avoids repetitive typing by copying and pasting regularly asked questions into your email replies.