Rex T. Elliott, CPCM

1
Managing the E-Mail Monster

• Rex T. Elliott, CPCM
• GSFC Procurement
• Operations Division
• March 23, 2005

2
Contents

• Common E-Mail Problems
• Tips for Managing E-Mail Volume
• Tips for Reducing Incoming Messages
• Making Messages Easier to Read
• Speeding Up PC Processing
• Other Time Savers
• Enhanced Functionality Tips
• Other Tips

3
Common E-Mail Problems

• Checking for Latest E-Mail too Often
• Failing to File/Bad Storage System
• The HUGE in-box never quite letting go
• Failing to Deal w/ Junk
• Failing to Tune-Up Your E-Mail ( PC)
• Failing to Use Enhanced Timesaving Features

4
Tips for Managing E-Mail Volume

• Keep Your In-Box Relatively Clear (dont use for
  storage)
  
• Keep Your Trash Folder Clear (dont use for
  storageempty on exit)
  
• Create Folders for Storage
• Develop Overall Org Structure (by project, name,
  organization, etc.) -- show examples
  
• Transfer Files Into Folders
• Can Create Suspense or Unread File(s)
• Try to Touch It Only Once

5
Tips for Managing E-Mail Volume

• Track Your Usage Under (Tools, Statistics)Determi
  ne Your Patterns
  
• Develop a Reasonable Schedule for Reading E-Mail
• Limited Number of Times/Day?
• Plan Around Your Daily Cycle (Do you want to be
  at your peak when you read your messages?)
  
• Focus Lengthy Reading During Quiet Times
• Avoid Chronic Toggling To Get the Latest
  Messages
  

6
Tips for Reducing Incoming Messages

• Unsubscribe Where Desirable (recognized sources
  only)
  
• Set-up Filters where desirable (send undesirable
  mail to Trash, typically)
  
• Where Desirable (i.e. non-changing spam address)
  Forward Message to abuse_at_abuse.gsfc.nasa.gov
  
• SPAMWATCH feature w/ Eudora 6.1
• Enable Junk under ToolsOptionsJunk Mail
• Add Junk Not-Junk Commands to Toolbar Use
  Them
  
• Requires Vigilance
• Spammers Evolving Techniques
• Some SPAM is inevitable
• Tips Available at http//www.eudora.com/techsupp
  ort/tutorials/spamwatch.html
  

7
Make Messages Easier to Read

• Send Mail to Multiple Recipients with the Address
  List hidden
  
• Create Nicknames for Common Addresses
• Put Long Address Lists in the BCC line
• Saves from each reader having to wade through a
  long list
  
• Content Concentrator (Eudora, Tools, Options,
  Content Concentrator, Compact or Terse)truncates
  large headers, quotes, signatures
  
• Consider Using Labels for Highlighting In-coming
  Messages
  
• Use Remove Quote Level Under Edit-Text

8
Speeding Up PC Processing

• Compact Mailboxes (Eudora, Special, Compact
  Mailboxes)reduces your slack space to zero
  
• Clear Your Internet History (Eudora, Tools, Link
  History, highlight, remove)
  
• Set Options for E-Mail Check no less than 30
  minutes

9
Other Time Savers

• Create Use Nicknames (Tools, Address Book,
  New)
  
• Toolbar Icon Available for This
• Guide available at http//www.eudora.com/techsup
  port/tutorials/win_makeaddress.html
  
• Create Stationary Files for Commonly Used
  Messages
  
• Compose a standard message, Files, Save As
  Stationary (file name)
  
• Then to use Message, New Message With or
  Reply With and pick the particular stationary
  file
  

10
Other Time Savers

• Set-Up Toolbar w/ Commonly Used Icons
• Junk/Not Junk, Delete Message, Reply, Forward,
  Attach File, Print, etc.
  
• Use Signature(s)Contact or Other Information
  Automatically Included
  

11
Enhanced Functionality Tips

• Integrated Web-Search Cabability
• - Eudora has Google Search Feature (Search Box
  below Menu)
  
• Filters
• - Can automatically print, transfer, open, copy,
  re-direct, play sounds for incoming messages
  
• Personalities
• You can set-up multiple accounts within Eudora
  (may be desirable for some Internet Service
  ProvidersSMTP Relay)
  

12
Enhanced Functionality Tips

• Eudora Has On-Line Tutorials
• http//www.eudora.com/techsupport/tutorials/index.
  html

13
Final Tips

• Much of E-mail Management Depends on Practicing
• Regular Practice Will
• -Save Time in Hunting for Files
• -Reduce Wasteful Habits
• -Improve Your Overall Effectiveness
• -Save Other Peoples Time Too