Simple
adjustments to the standard email
packages can make life a lot easier.
Obviously,
integrated customer contact managers
like MS Outlook are preferable for
medium business but it is surprising how
organised you can get with the standard
email programs.
-
Virus Checkers
Ensure that you have an up to date
virus checker (automatic updates).
Have the email and download virus
scanning options activated as most
of your viruses will come through
your email.
-
Use
latest Email Program
As most of these programs are free,
install the most up to date email
program as the latest programs
usually plug security holes that
allow virus activity.
Outlook Express is no longer
supported by Microsoft.
-
Create a signature
Go to
Tools, Options, Signature Tab, New
... type your details in and press
OK. When you then want to add your
signature, you simply go to insert
and click on the signature .. it
will automatically insert the text
at you cursor on the email. It
should look something like this :
All the
best,
John
McGregor
Web Site Marketing
Office -
07 4097 2599
www.smallpond.com.au
P.O. Box
106
Millaa Millaa, QLD, Australia 4886
-
Create
Folders
in your Inbox
Tidy
housekeeping with your email filing
system is important
This
also keeps all your work
correspondence separate from your
personal email.
-
Message Rules
To ensure incoming messages get to
the right folder you will have to
create message rules that will
automatically file the emails to
their correct folder addresses.
Message rules can be used as a junk
mail filter.
-
Using BCC
Use the Bcc (Blind Carbon Copy) for
your mailouts so that your clients
don't get your long address list.
This respects client privacy and
protects you from your competition.
-
Check your email
It is vital that prompt and
efficient replies are made to email
contacts. Your clients expect it.
Check your Email twice a day -
morning for overseas clients and
afternoon for domestic clients.
-
Use
Draft Documents
Create a folder called drafts and
place the common standard replies
into the Drafts folder. This avoids
repetitive typing by copying and
pasting the answers to frequently
asked questions into your email
replies.
-
Avoid
Incredimail
Although this program has some
nice backgrounds, it is insidious in
that it promotes itself within the
content of your emails. This is NOT
a good impression when you are
trying to conduct serious business.
It is also cumbersome to uninstall.
-
Use a
specific search program
If you have high volume emails, use
a dedicated desktop search program
like
Google to find lost
correspondence easily.
