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Guide to Controlling Your Email Inbox

A busy business owner’s guide to taming an out of control email inbox

Article by Monica Shepherd

Secretly, my ultimate goal is an empty inbox. I create folders and sub-folders and diligently file emails away as soon as possible, or delete anything I no longer need. The thought of my inbox growing massive in number kind of scares me – an irrational fear that if it grows beyond a certain amount, it’s too late to be saved, and I’d just have to give up and let it run wild. Some might call it OCD, I just like to call it ‘organised’.

Sorting through and dealing with emails can become a time-consuming and unproductive task. While ‘Inbox Zero’ may seem like an unattainable goal, a clean and manageable inbox is within everyone’s grasp. Here are my 10 tips for taming an out of control inbox:

  1. Filter
  2. Deal with emails immediately
  3. Dedicate email time
  4. Create folders
  5. Create templates
  6. Create rules

Read the full article…

We added this article to help our clients manage their emails better, reducing the load on their mail server, which helps keep their costs down (increased mail server size = increase in hosting costs)

 

mail server multiple devices

Email Back Up & Hosting Solutions

Having a Backing Up of your Data is Important

As we rely heavily on our emails & files on our computers it is extremely important to our business & personally to have a back up. A trogan or virus on your system can cause huge grief, then when the system is restored by your IT Guy, did we loose it all?mail server multiple devices

When you set up an email address like yourname@yourdomain.com.au you can set it up 2 different ways.

1/ A POP Account where the emails are downloaded onto your hard drive from the mail server.
2/ The other is a IMAP Account were the emails are viewed from your computer phone etc however they stay on the mail server until they are deleted.

Those who use the email hosting service for their domain with us can set their emails up either as a POP or IMAP however the IMAP will require more space on the mail server over time.

This article will focus on Email Back Up Solutions, here are a few suggestions of cloud email hosting options.

  1. A basic (& free) option is having a Gmail account & saving emails into folders set up in your email program, like Outlook. This way you have those emails saved in folders that are not sitting on your computer, rather sitting on Google in Gmail, however still easy to access in Outlook & not taking up extra space on your mail server.
  2. Google Apps for Work from $5 per month: https://apps.google.com.au/intx/en_au/pricing.html
    Google Apps for Work includes:
    – Business email addresses (name@yourcompany.com)
    – Video and voice calls
    – Integrated online calendars
    – 30GB of online storage for file syncing and sharing
    – Online text documents, spreadsheets and slides
    – Easy to create project sites
    – Security and admin controls
    – 24/7 phone and email support
  3. Microsoft Office 365 from $7 per month: https://products.office.com/en-au/business/compare-office-365-for-business-plans
    Online versions of Office with email and video conferencing
    – Email with 50 GB mailbox
    – 1 TB file storage and sharing
    – HD video conferencing
    – Office Online
  4. Hosted Security by Trend Micro from $450 for 2 years for 5 user licence: http://www.trendmicro.com.au/au/sb_store/bss/index.html
    Worry-Free Business Security Services protects against viruses, dangerous websites, and other threats. As a cloud-based (hosted) service, it requires no server and no maintenance. It is a snap to install and easy to manage.

 

 

 

Email

Email Account Settings Update

Having trouble sending & receiving emails?

This is for our clients that have email accounts set up for their domain, eg info@yourdomain.com.au, excluding those with Microsoft Server Hosting.

You may notice some issues sending and receiving on some email clients eg Outlook etc.Email

Check your settings for the email account within your email program.
If you have as the Incoming Mail Server or your Outgoing Mail Server (SMTP)
– mail.yourdomain.com.au

Then change both incoming & outgoing settings to either (depend on which hosting server you are on)
– lanos.websitewelcome.com
or
– picanto.websitewelcome.com

Also make sure in Advance Outgoing Mail Settings that the box is ticket ‘my Outgoing Server requires authentication’

The reason for this is that the domain name is delegated to that server & some email programs need to have the raw server name rather than the delegated name.

Any question please contact us

Email

Email Account Maintenance

Regular Email Account Maintenance Can Save You

It is critical that you regularly maintain your email account. This is especially important if you have the email account set up as an IMAP.@ symbol and tools

When you set up a new email account in most email programs, it will probably automatically select IMAP rather than POP. IMAP is the default so emails can be viewed, deleted etc from multiple devices.

Having emails set up as IMAP requires more maintenance to your email account than previously (before mobile devices) when POP accounts were the norm.

IMAP emails sit on the server, which takes up valuable space. POP emails are downloaded to your hard drive. As server (hosting & cloud storage) space is much dearer than the hard drive storage (memory) on your computer.

Here are a few tips to save you from increased costs in hosting fees;

          • delete emails that are no required, do this as you go and once a week go through old emails and delete them.
          • save and organise images and documents to another cloud server like Dropbox or an icloud account

A FREE Dropbox Account can be downloaded using this links – https://db.tt/M5U2rMfc

You can set up Dropbox on multiple devices so you can easily save, manage and share images and documents.

dropbox
Here is another handy tool for maintenance IMAPSize 0.1.1 – IMAP Account Maintenance Tool

 

 

 

Email

Smart Email Management for Business

Business needs to manage domain emails to save havoc.Email

With business email communication becoming so flexible this brings some traps for some businesses.

Smart management of business emails can save you money.

Most of our clients have 1.5G disc space for email with the website / domain hosting included at No Extra Cost. Which is ample for most businesses, especially those with domain emails set up as POP email.

However as soon as businesses set up an email as IMAP (now the auto preference on set up on most devices) this will leave the emails on the mail server, thus requiring more and more space.

Emails set up as IMAP’s is great to view, send and delete emails and have it reflected on multiple devices used eg Office PC, Mobile and others like a 2nd PC or IPad.

Smart email management
– Set up emails as POP rather than IMAP if only using on a single device or need a hard copy on multiple devices and not see email replies made on one device on the other device.
– Deleting all unneeded email
– Cleaning up very old emails and folders
– Save or archive as much to your hard drivemail server multiple devices

When you set up emails as IMAP allows you to keep emails in your inbox and set up folders and store email on the mail server and you only see a reflection of the emails & folders on your devices PC, mobile etc

The more emails and the larger the emails takes up valuable space on the mail server.
The more space required, means a higher quarterly or yearly mail server hosting cost.

Please Remember that every Business Hosting Account has 1.5 Gig space at No Extra Cost.

Please be smarter with managing your business domain email.

I have just written an article on the effects, advantages and disadvantages of setting emails up as POP or IMAP.

Don’t stress it is not a techie article so easy to understand that poor management of emails by you and your staff can blow out the server space required to support your domain emails.

Please read the short article on setting up emails as POP or IMAP

 

 

 

Email

Email Best Practice 5 Tips

5 Guideline to Good Email CommunicationEmail

Emails are the ultimate good news/bad news communication resource. When done correctly, they are fast and valuable communication tools. When done poorly, they can be “breeders” of miscommunication and often a waste of time.

Here are some proven techniques to effectively craft emails and make it easier for recipients to respond quickly and completely.

1/ Be Brief
Limit emails to one screen and a single subject whenever possible. Here’s a tip…try emailing like you text.

2/ Be Clear
Brief is good…but be sure to also make it clear, concise and action-oriented.

3/ Minimise Questions
Limit the number of questions you ask or action items you assign to four or fewer. The more questions in the email, the less likely you are to get a response. Likewise, the more action items you assign, the less likely you are to get results.

4/ Provide a Complete Response
When responding to an email, read it carefully and be sure you address all of the sender’s items or questions. It is more informative, and reduces time-wasting back-and-forth emails to say, “I don’t know about…” than to simply ignore an item or question.

5/ Proofread and Edit
Always proofread emails before sending…you can’t always rely on spell check. Clear up any potential ambiguities. Check for and remove excess commentary that doesn’t contribute to your desired result.