Introduction: Email tips to make your life easier
Email is one of the most commonly used technologies today. It’s hard to imagine a day without it. However, for all its benefits, email can also be a significant source of stress. An email is a good tool. But like any other tool, it can be misused or abused. Email can make your life easier, more organized, and more efficient if used correctly and adequately.
This article will share ten email tips to help you make your life easier.
1. Create a filter to prioritize your emails
Sort your emails into essential and not essential folders. Then, create a rule that will automatically send the necessary emails to your Inbox and the not-important emails to your spam folder.
You can also create filters for the frequency of the email and the subject line. For example, suppose you only read emails from your colleagues in your team. In that case, you can set up a filter to automatically send all the emails from that list to your Inbox. Or how about a separate filter for emails from your boss?
Some services like Gmail have a built-in filter that can help you organize your email. Filter emails by sender, subject, or even keywords. You can also create rules to automatically move the emails from your Inbox to another folder based on specific criteria.
2. Get rid of spam emails automatically
Spam emails are one of the biggest annoyances of the modern world. They take up time and space in your Inbox. Still, they can also be dangerous, leading to malware infections or identity theft. Fortunately, there are a few ways to automatically get rid of spam emails, making your life easier. Here are a few suggestions:
a. Use spam filters
You can set up spam filters to move spam emails directly into a separate folder automatically. This will make it difficult for the spammers to infect your system.
b. Use antivirus software
You can set antivirus to scan the folders containing spam emails and automatically delete them when they are detected.
c. Use email clients that filter spam emails
Eudora, Outlook Express, Thunderbird, and other clients can automatically delete spam messages.
d. Use a spam filter that is integrated with your email client.
For example, Gmail has a spam filter and can be used to delete spam emails when they are detected automatically.
e. Use a service that automatically checks your email account for spam emails.
Services like Spam Assassin or SpamTrap can automatically scan incoming emails for spam. When they are detected, these can be set to automatically delete spam messages from the Inbox and special folders (such as Junk mail).
3. Use a signature
A signature is a great way to let people know who you are and what you do. It also makes it easy for people to contact you. For example, if you are a lawyer, include some of your legal credentials in the signature. If you work at a company with a unique product or service, have that information in the signature instead of including it manually in every email.
4. Use canned responses
Canned responses are pre-written responses that You can easily send to recipients in an email. Some email services include canned responses built-in, but many do not. A few benefits (such as Yahoo!) allow you to upload custom responses that can be sent when they receive certain types of emails. When you use canned responses, you can save time, avoid typing repetitive information and responses, and help make your emails more professional. Canned responses are beneficial when responding to questions or requests similar to others you have received.
5. Check your spam folder
Checking your spam folder is an easy way to keep your email organized and ensure that you are not missing important emails. If you see an email in your junk folder from a company or person you do business with, mark it as not spam. Sometimes, an automatic filter system makes mistakes and keeps a good email as spam. You can also check for new messages in the Inbox or Sent items folder to ensure you have not missed any important emails. Also, mark spam emails as not spam to stop them from filling up your junk folder. This will teach the spam filter algorithm to recognize good emails and prevent them from being sent to spam.
6. Use templates
A template provides you with a pre-written email that you can customize for each recipient. Templates are beneficial when working with large groups of recipients or sending similar emails to many people simultaneously. Templates are helpful in situations where you need to do a repetitive type of email. It helps cut down the time and effort you need to write emails.
7. Use spell-check
Spelling errors can be embarrassing, hurting your credibility in an interview. Using can help you avoid any embarrassing typos. You can also use this tool to check for other mistakes, such as misspelled words and improper grammar.
8. Archive old messages and use attachments sparingly
Archiving old messages will help keep your Inbox organized and make it easier to find important emails when you need them. To archive, an email, click on the “Archive” button in the upper-right corner of the message.
On the other hand, attachments are a great way to share important information with an interviewer. However, it is vital to keep the number of attachments you attach to your email under control. Using too many will slow down how quickly your email downloads and can cause your emails to bounce back as undeliverable.
9. Use a digital signature
Digital signatures are essential in keeping your email safe and secure. Digital signatures are used to ensure that you have sent the email instead of someone else impersonating you. You can create a digital signature using your email software or various tools online.
It is essential to ensure that your digital signature is set up correctly and that you have attached the proper certificate. Use the wrong certificate or send an email using a different type of email. Your digital signature will not be valid and can do more harm than good.
10. Use an email client
Email clients are applications used to send and receive email messages. Although many people still use web-based email, email clients offer several advantages. These include organizing emails into folders, searching for specific emails, and scheduling them to be sent later. Email clients are available for most operating systems and provide compatibility with the most common email protocols.
Email clients support various email protocols, including POP3, IMAP4, and SMTP.
In conclusion, following these ten email tips will help make your life easier. You will be less stressed and have more time for the important things to you. So, what are you waiting for? Start implementing these tips today!