Managing Your E-mail
5.Use filtering.
To further reduce the volume of mail, use filtering tools built into your e-mail program. They let you block messages sent from certain addresses, an excellent way to reduce spam. You can also automatically route messages from certain addresses into folders you set up. For instance, if you belong to a discussion group, messages will go directly into that folder, instead of your Inbox.
6.Organize messages into folders.Create a series of folders to categorize your e-mail, using action items (pending, review etc.) and subjects (travel, newsletters, etc.). After you receive messages, file them away for later action and reference. Messages remaining in your Inbox are those requiring immediate action. Reply, then file or delete them.
7.Write short responses.Everyone is pressed for time, so keep replies brief and to the point. E-mail has developed its own shorthand that doesn't require the formal prose of a letter.
8.Prepare boiler plate responses.You may find that you are often asked the same questions. To save time and avoid retyping the answers, just cut-and-paste a prepared reply. You can then tailor it as required.
Last update: Dec 1, 2009
