How to take control of your email – part 3

How to take control of your email – part 3

Taking control of your email

In the final instalment of this series we discuss strategies for dealing with the sheer volume of emails in our inboxes. This week we examine the Junk folder.

We’ve all done it. We’ve finally gotten sick of whichever particular organisation has been spamming our inbox and we mark it as “Junk”. This is an effective way of removing unwanted emails from the Inbox and gives you the option to see what they have sent you should you want to review them before they are deleted.

From a security standpoint though this does nothing to secure your details online. If you’ve previously made an online purchase from this company, they may hold your credit card details as a matter of company policy. If you are certain you want no further contact with them then it is worth spending the extra few minutes to unsubscribe or delete your online account with the company. Because when government departments, banks, large corporations and even local websites like Gumtree have all recently been hacked and account details stolen, how do you know a website you have an account with won’t be next?

Under the Spam Act 2003, every commercial electronic message (including an email) sent must contain a “unsubscribe” link, allowing the receiver to remove themselves from a mailing list should they chose to do so. This can be used to confirm to the sender they do not wish to receive messages.

If you would like help with this or any of the topics we’ve discussed in this series, please contact us today. CyberGuru can also provide training to help you make the most of Outlook, as well as other programs in the Microsoft Office suite.

How to take control of your email – part 2

How to take control of your email – part 2

Taking control of your email

Continuing on from last week we discuss strategies for dealing with the sheer volume of emails in our inboxes. This week we examine how to manage emails in Outlook 2013 and Outlook 2016 by using rules.

Rules help to reduce the manual filing or taking the same action when similar messages arrive. Once created, rules are always turned on and run automatically. For example, if you regularly receive electronic receipts from PayPal for your online shopping you can create a rule that all receipts go into a particular folder so you can reconcile your account at the end of the month.

Rules can also alert you about important emails. For example, you could create a rule that whenever you receive an email from your partner it sends a message to your mobile so you don’t miss it.

Further information on how to create, delete, import or export rules can be found on Microsoft’s Office Support page here: Manage email messages by using rules.

If you would like to upgrade to Office 2016 or Office 365 please contact us to discuss this. CyberGuru can also provide training to help you make the most of your Office environment, no matter which version of Office you use.

(Image designed by Freepik)

 

How to take control of your email – part 1

How to take control of your email – part 1

Taking control of your email

These days we all struggle with the sheer volume of emails in our inboxes. Over the next few weeks we will discuss strategies to reduce this volume, starting with the Clutter tool in Outlook 2013 and 2016.

Found in Outlook 2013 and 2016 is the Clutter folder, where low priority messages are automatically sent. Outlook filters out these messages by looking at information such as the sender, whether you’ve previously corresponded with the email address and the importance of the message. It will never send emails from yourself, your management chain or your direct reports to the Clutter folder.

Similar to the Junk mail folder, you can move messages to and from the Clutter folder and Outlook will remember this for next time. This feature is enabled by default and if you wish to opt out must be manually turned off.

The Clutter folder is only available to those with an Office 365 subscription. This is one of several new features that will only be available to Office 365 users as they come online.

If you would like to upgrade to Office 2016 or Office 365, please contact us to discuss this. CyberGuru can also provide training to help you make the most of your Office environment, no matter which version of Office you use.

(Image designed by Freepik)