THURSDAY THOUGHTS! - E-mail - Consolidate multiple addresses - Lesson 6

Posted by | August 23, 2012 | Thursday Thoughts | No Comments

You would be pretty unusual if you operated on the basis of owning just one e-mail address.  Therefore, an element of these lessons must address the real benefits of consolidating multiple addresses into one e-mail  in-box.  This week we look at:

This week we look at:

Empty your in box – everything should have its own place, and the inbox is not it!

Decreasing  your response time – The One Minute Rule

Crafting effective messages

Highlight Messages sent directly to you

Using disposable e-mail addresses

  • Consolidating multiple e-mail addresses
  • Script and automate repetitive replies
  • Filter low priority messages

If you are a Mac user, then this is very simple indeed, in Mail, select the option to “add e-mail account” at bottom left of folder column and insert the relevant passwords and hey presto, you collect more than one set of e-mails conveniently in one place.

The benefit of this is that you can easily see a partition because, by now, you are using different addresses for different purposes aren’t you?  Then you don’t have to tell all your contacts of any change of e-mail address if you don’t want to, and  you don’t miss a single message. It’s great segmentation!  Personally I have this set up for two accounts – my company one and my personal one, which instantly tells me what sort of message I’m dealing with.

Many folk also use G-mail and for this sort of mail client, there are two ways of achieving this:

  • either use Gmail’s “fetcher” feature; or
  • forward your other addresses’ mail to Gmail automatically.

If you wish to utilise the Gmail fetcher facility (and you can do this for up to 5 accounts in Gmail), here’s how to do it:

  • your old e-mail must offer POP (post office protocol) and most nowadays do;
  • from the top of the page within Gmail, click settings;
  • click accounts and imports;
  • in the “check mail using POP3 section, click add POP3 e-mail account;
  • enter the full e-mail address of the account you want to access, and click Next Step;
  • Gmail fills in the username, POP servier, and port fields when possible, based o the e-mail address, then enter your password.

I hope week 6 is useful to you if you are one of the millions of  multiple e-mail users.  These latter lessons are fairly pick-and-mix if you have been disciplined enough to make the first 4 routine by now 🙂

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Sharon Davidson
Organisational development professional specialising in personal, team and whole organisation improvement. Full range of OD tools and techniques available including: Belbin team role analysis; learning style inventories; 360 degree feedback; cultural assessments; personality psychometrics; strategic planning and workshop facilitation. (This list is not exhaustive!)

Improvement is everyone's concern: +44 1550 720902 will start that process today.

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