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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)

 

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

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

 

 

 

Spam blocker software spam assassin

Spam Assassin Reduces Junk Mail

Are you sick of Junk Mail, it just keeps coming. Spam blocker software spam assassinWell now Spam Assassin is Available for you to Reduce Junk Mail. It will not totally stop spam emails however it will help drastically.

Your hosting account is available to have Spam Assassin inserted and enabled. The only thing you need to remember that as it is a program & not a real person you may have the occasional real email that looks spammy & won’t get through.

What is a spammy email ?
Well look at the repetitive junk emails you get now, the subject line, the wording in the content. So if it looks like that that email may get stopped, also if you get the exact same email repetitively then that can be considered junk.

So it’s your call, if you want a near perfect solution it’s here. Please note that it will be a near perfect solution allowing your emails getting through, however it will still allow some junk emails through the ones that the program can’t define totally if it is or is not spam.