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E-MAIL FOLDERS

Once you've got a certain amount of mail, you can begin to feel overwhelmed by it, unless you take steps to manage or file it, just as you would with paper mail. The way to do this is usually to set up e-mail folders into which you can store any messages you're likely to need to refer to in the future. E-mail folders are like containers that can hold groups of e-mail messages.

The principle is just the same as organizing text documents into folders. You need to create e-mail folders, organized for example by topic, or if you get a lot of mail from key people, you can set up e-mail folders for mail from particular senders.

Most e-mail programs have several default e-mail folders as follows:

  • Inbox E-mail Folder - Your "new mail" Index is actually an e-mail folder that is named "INBOX". The mail server automatically creates your "INBOX" E-mail Folder, and it cannot be renamed.

  • Outbox E-mail Folder - These are messages that you are in the process of sending but not already sent. When they have been sent, then that message will appear in the Sent Mail E-mail Folder.

  • Sent Mail E-mail Folder - Most E-mail programs also create a Sent Mail E-mail Folder that gets a copy of each e-mail you send. This is handy when you want to take a look a something you sent and forgot to copy to yourself.

  • Deleted/Trash E-mail Folder - When you receive a message that you do not want to read or save, you select the delete option in your e-mail program. This normally sends it to your Deleted or Trash E-mail Folder. Depending on how you can set your options in your e-mail program, you can have these e-mails remain in your Deleted or Trash E-mail Folder for a certain number of days or you can have it completed deleted when you close your e-mail program.

A handy feature of most electronic mail systems is the ability to allow you to create separate e-mail folders to hold important mail messages. This allows you to separate your messages and organize them in a manner that will be easy for you to locate messages that are similar. (Please note that depending on which e-mail program you use - you may be saving your e-mails either on your own computer or on the e-mail server in e-mail folders .)

You usually create e-mail folders by right clicking on the top level of your mail box, for example the inbox. Or choose "Folder - New" in the file menu. As you set up e-mail folders, you can create subfolders within them, naming them as you go. Then move the relevant messages into the appropriate file. You can either drag the message, or you may have a "Move to Folder" button. A nice feature of e-mail folders is that you can usually create them, as you need them.

One of the easiest ways to store a message in an e-mail folder is to drag and drop the message from the right side of the window which contains message headers, to the left side, which contains e-mail folders.

When you view mail in a particular e-mail folder, you usually have the option to view by sender, subject or date (clicking on the relevant bit of the bar at the top usually does this). This can be very useful if you are looking out for mail from a particular person or on a particular subject from a large amount of mail, or to find an email address if you have forgotten to put it in your address book.

To save space, you can of course save attachments elsewhere on your system other than within your email account. If it's a Word document, might it be better off with all your other text files - just open the attachment, then save it wherever you choose, and then delete the message and attachment from within the email program (it will still be saved in the other location).

You'll find though that you need to clear out/organize your mail regularly as even the most crucial-to-save messages soon become out of date, and you can reuse the space you have to save more up to date e-mails.

[[Main.ValHaring#02 Aug 2002][]]

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Topic revision: r3 - 2002-10-19 - ValHaring
 
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