How to use email correctly. How does email work? Mode and frequency of operation
When you enter the mail service, the page with incoming letters immediately opens. Most likely there will be welcome and thank you letters from the site administration. To open a letter, just click on it with the left mouse button. All unread messages are marked with a blue circle, read with a light gray one.
The number of unread letters is indicated next to the word “inbox”, at the top of the page label and in all projects related to the mail service (indicated at the top of the page), for example, “my world”, “classmates”, etc.
By clicking on these circles, you can mark unread messages as read and vice versa.
On the left side of the letters, you can check the box so that you can apply one action to several letters at once, for example, delete, send to spam, and the like.
The color icon is usually set by the service itself, the color is chosen randomly, and the first letter of the name or email address is used. The sender is written next to the icon - this is either the First Name and Last Name, and if they are not specified, then only the email address. Next comes the bookmark, by clicking on it, it changes color from gray to red so as not to forget important messages. To the right of the tab is the text of the letter's header, if there is no header, it will be indicated that the letter has no subject. And in the rightmost part, the time or date of receipt of the letter.
Sent letters or outgoing. The appearance of the letter is the same as in incoming letters.
Drafts are letters written but not sent.
Spam is unsolicited email, usually of an advertising nature. If you send a letter to spam, then all subsequent letters from this author will also fall into spam, bypassing the page with unread letters.
Recycle bin is a page with deleted messages.
With further use, incoming letters will be replenished. Up to 25 letters can fit on the page, if there are more letters, a transition to other pages will appear. To go to an old message on another page, you need to find a link under the messages to go to other pages and select the one you need.
It is available to go to page 5 at once, if there are a lot of letters, you will have to jump every two pages until the right one appears. When you press the arrow, the next or previous page is loaded, depending on which direction to scroll.
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Email remains one of the main tools for business (and not only) communication in the digital age. And, since working with it can take up a significant part of the working day, it is very important to organize it effectively. How to do it? Take advantage of the following universal tips, polish them to suit your tasks and increase your productivity.
Explore the functionality
Most modern mailers have quite flexible and detailed settings that allow you to go beyond the usual sending / receiving letters. To be more precise, they help to make the use much more convenient and significantly expand the functionality. For example, in the Gmail settings there is an option to enable hotkeys, which simplifies the work and saves time. But many do not use them, often out of ignorance. Therefore, the optimization of work with e-mail should begin with an acquaintance with the functionality of the service.
Mode and frequency of operation
Create a custom mailing routine and follow it. It is better to do this in the morning (and also before the end of the working day), but you should start not with checking letters, but with completing some priority task or. Time for reading and sending e-mail should be limited and try to stick to these limits. After completion - close the client and do not return to it, checking for new incoming. When working with mail, do only it, do not be distracted by other tasks. Also remember that surfing links from e-mail can easily turn the processing into a time trap. Therefore, it is often recommended to use special mail clients (for example, Outlook) when working with mail.
Use different mail
It is better to have multiple email accounts for different purposes. Use several addresses for work and personal correspondence, for registering on sites and subscribing to mailing lists of materials of interest to you. This is correct from the point of view of digital security and will become the primary filter of letters, which will allow you to focus on the right correspondence when working.
What is also important here is that you can process mail from different addresses in one service without switching between different mailers. For example, Gmail has the ability to set up forwarding from other mailboxes. Assign appropriate labels to them and process at the allotted time for each.
Optimize your email experience
Here are the specific steps:
- Filter emails by creating different folders. Divide your inbox into folders depending on the goals and objectives that you face, as well as the required actions. Process immediately those letters, the answer to which will take you no more than a couple of minutes. Keep a special folder for letters that need to be answered later and develop a schedule for working with it.
- Use templates. The signature with contact details can be configured by the functionality of the mailbox itself. If you send out a lot of the same type of messages, write templates for them and just copy them in the future. There are also programs that allow you to create and use snippets in further work on a computer - special abbreviations and abbreviations, by entering which you get the text previously assigned to them. They also save time and increase convenience.
- Mark important emails with appropriate markers. This will make navigation easier and make the work more structured.
- Apply the 5-sentence rule. When answering and writing letters, be as brief and clear as possible. If possible, try to keep within 5 sentences.
- Use hotkeys. We return to point number 1. With the help of keyboard shortcuts, there is no need to be distracted by mouse control. Remember them and in a global perspective, you will save a significant amount of time.
- Delete and archive. Most email users leave the email in their inbox after reading it. But for those who work with a huge amount of incoming correspondence, this approach will not be entirely effective. It is better to use the rule "1 e-mail = 1 action". It means that after reading the letter, you must respond appropriately to it - reply and archive, delete, move to a suitable folder and reply later, etc.
- Use the search. Mail services have an excellent built-in search, thanks to which you can easily find the letter you are interested in by such criteria as the sender, subject, content, marking, attached files. This is much easier than manually searching for the required e-mail.
- Do not use mobile versions and notifications. Unnecessarily, do not install alerts and mail service applications on your smartphone. It’s not worth it once again if working with mail is not one of the main tools for you, it is not massive and does not require an instant response. Yes, and typing from a telephone keypad is less convenient.
Use Organizers
When handling mail, keep a weekly/Google Calendar/To-Do List or any other similar software ready and with letters in them. Thus, it is better to process correspondence with task setting, as well as containing information about meetings and events. As a result, you will not forget anything, you will receive a notification at the right time and, in addition, you will save yourself from having to return to re-reading.
Develop email rules with co-workers
When corresponding, avoid unnecessary bureaucratic fuss. If you have a question, and the person to whom it is addressed is in the next office, go in and check the answer personally. Or call. In general, it is better to always determine the range of issues that require sending mail. In other cases, it is better not to abuse the opportunity, especially in minor cases. This will save time and effort for you and those you work with.
E-mail (E-mail - short for electronic mail) is a convenient and fast means of communication with other people. Email can be used for various purposes.
- - Sending and receiving messages. An email message can be sent to anyone as long as they have an email address. The message is delivered to the recipient's e-mail in a few seconds or minutes, regardless of whether he lives nearby or on the other side of the world. You can receive messages from anyone who knows your email address, and after reading the letters, write answers.
- - Sending and receiving files. In addition to regular text messages, almost all types of files can be sent with e-mail, including documents, pictures, and music. A file sent with an e-mail message is called an attachment.
- - Sending messages to groups of people. An e-mail message can be sent to many people at once. Recipients can reply to the entire group, allowing for group discussions.
- - Forwarding messages. You can forward a received e-mail message to other recipients without re-typing the text.
E-mail is more convenient than telephone communication and regular correspondence. You can send a message at any time of the day or night. If the recipients are not sitting at their computers and not online (not connected to the Internet) when they send the message, they will find the messages later when they check their mail. If they are connected to the Internet, you can get a response from them in a few minutes.
Sending email is also free. Compared to regular mail, no stamp or fee is needed, and it doesn't matter where the recipient lives. You have to pay only for the connection to the Internet and, sometimes, for the e-mail program used.
Three things are needed to work with e-mail.
- 1 Internet connection. To connect your computer to the Internet, you must first subscribe to an Internet service provider. The ISP provides Internet access, usually for a monthly fee. You will also need a device called a modem.
- 2 E-mail program or web-based e-mail services. You can download or purchase an email program from Microsoft or another vendor. E-mail programs are often more powerful and faster than web-based e-mail services. Before setting up your email program, you will need to obtain certain information from your ISP. This is usually an email address, password, incoming and outgoing mail server names, and some other information.
If you don't feel like downloading or purchasing an email program, you can subscribe to a web-based email service such as Gmail, Windows Live Hotmail, or Yahoo! Mail. These services allow you to check your email using a web browser from any computer connected to the Internet - even if the computer is owned by someone else or installed in a public place such as a library.
3 Email address. You can get an email address from your Internet service provider or by registering with a web-based email service. The email address consists of the username (real name is optional, you can use a pseudonym), the "@" sign and the name of the service provider, for example This email address is being protected from spambots. You need JavaScript enabled to view it
As an example, consider the process of creating and sending email messages
The figure shows how to fill out the message box in most email programs. These steps may vary depending on the email program or webmail service you are using.
Rice. 3.2.1
1. In the To field, enter the email address of at least one recipient. If there are multiple recipients, separate the addresses with a semicolon (;).
In field Copy you can enter the addresses of additional recipients who should know about the message but don't need to respond to it. They will receive the same message as the recipients specified in the field To whom. You can leave the Additional Recipient Address field blank. Some email programs also offer to fill in the field Hidden copy, which allows you to send a message to recipients while hiding certain names and email addresses from other recipients.
- 2. In the field Topic you need to enter the subject of the message.
- 3. Enter your message text in the large empty area.
To attach a file to a message, click the button Attach file the Add File button on the toolbar below the menu bar. Find the required file, select it and click Open. The file name will appear in the field Join in the message header.
Rice. 3.2.2
Message creation completed! To send a message, you must click the button send. The letter will be sent via the Internet to the recipients.
Note
To change the style, font, size, or color of text, select the text, and then click one of the buttons on the format bar above the message entry area.
Consider the order in which email messages are read
Most web-based email programs and mail services use an Inbox folder where you can read received messages. You may need to press the button to receive new messages. Send/Receive or similar. To see a list of received emails, click inbox on the list Folders your mail program. The email messages should appear as a list of messages. The list usually contains the following data: the sender of the message, the subject of the message, and the time it was received.
You need to click on the message you want to read in the list. The contents of the message may appear below the list of messages in the viewing area. In this case, double-click the message in the list to read it in a separate window.
Rice. 3.2.3
To reply to a message, press the button Answer. e-mail document management
Email etiquette rules
Like telephone conversations and face-to-face meetings, e-mail correspondence implies certain rules of conduct. These rules are called network etiquette or setiquet (a combination of the words "network" and "etiquette"). For effective communication, follow these guidelines.
- - Be careful with jokes and emotional displays. E-mail messages do not accurately convey emotions, so the recipient may not understand the tone of the message. Sarcastic humor is quite risky because the recipient can interpret the words literally and get offended. Emoticons can be used to convey emotions.
- - Think before sending. Writing and sending e-mail messages is quick and easy, sometimes too easy. Take care to pre-think the message, try not to write when angry.
- - Keep the subject line short and clear. Express the content of the letter in a few words in the subject line. People who receive a lot of emails can use the subject line when choosing an email to read.
- - Write briefly. Although an email message can be arbitrarily long, email is designed for short messages. Many people don't have the time or patience to read more than a few paragraphs.
- - Don't write the whole letter in CAPITAL LETTERS. Many people find phrases written in all caps flashy, annoying, and offensive.
- - Be careful with important and confidential information. Any recipient can forward the received letter to other people, intentionally or accidentally.
In addition, avoid spelling and grammatical errors in official or business correspondence. A letter with errors gives the impression of unprofessionalism. Check messages before sending and use spell checkers if your email program supports them.
Sometimes unwanted messages appear. Features of working with them are as follows:
Since unsolicited advertisements can come through e-mail, posters and catalogs will probably have to deal with receiving unwanted messages (aka spam). Unsolicited messages may contain advertising, offers of fraudulent transactions, pornography, or offers that are not contrary to the law. Sending spam is very cheap for advertising services, so people often end up receiving a lot of spam.
Many web-based email programs and mail services include spam filters, also known as spam filters. They analyze the content of sent messages and move suspicious messages to the junk mail folder, allowing them to be viewed or deleted at any time. If the spam message does go to the Inbox without being filtered, you can specify that all messages from that sender are automatically placed in the Junk Messages folder in the future.
To avoid receiving unwanted messages, follow these steps:
- - Be careful when giving your email address. Avoid publishing your email address on newsgroups, websites, and other public Internet resources.
- - Before you enter an email address on a website, check the privacy statement for that website to make sure you don't share your email address with other companies.
- - Never reply to unsolicited messages. The sender will verify that the email address is correct and can sell it to other companies. And then the flow of unwanted messages is likely to increase.
Write in this field concise and clear information that reflects the essence of the letter. Add the word urgent if you need to read it immediately. This will orient the interlocutor what the letter is about, and will also help in the future to quickly find the letter of interest in the archive.
If the topic has changed as a result of correspondence, change it in this field.
2. Disable CapsLock
Do not write the body of the letter and the subject in capital letters. Many people consider this to be bad manners, as it expresses a yelling tone. As well as a large number of exclamation marks at the end of the sentence.
3. Brevity is the sister of talent
Try not to write long letters, formulate information clearly and concisely, this saves the addressee's time.
4. Attached files
If you only need to send a file, then you still need to write brief information in the body of the letter. For example, "Sending instructions for working with e-mail". Do not leave such letters empty, from the attached letter it is not always clear what is at stake.
If you received an empty letter with an attached file from an unknown address, then it is not recommended to open it. There's a good chance it's a virus.
5. Reply or Reply all
6. Chain of letters
When replying to a letter, do not erase the original. Having received your answer without the original text, the addressee may no longer remember what the question was and will be forced to look for his sent letter.
7. Sign letters
It's not just good manners to write "Respectfully, ...". It is customary to indicate in the signature the full name, position, name of the organization and contact phone number. In this way, you uniquely identify yourself and, if necessary, you can be contacted quickly.
In the e-mail settings, you can set an automatic signature, these words will be added to all new letters automatically.
7. The word is not a sparrow, it will fly out - you won’t catch it
Before sending, reread the letter, try not to immediately respond to emotional letters, so as not to regret it later.
Remember that your letter may be forwarded by accident or on purpose, so confidential information should not be sent by e-mail.
8. Explore your email settings
Having spent time once studying your mail settings, you will save it in the future. It is in the settings that you can set a personal signature, set up the collection of mail from other mailboxes, create a folder hierarchy, add filters, and much more.
9. Pay attention to email security
- Come up with a complex password, do not write it down on a piece of paper next to the computer, change it periodically.
- When accessing email from someone else's computer, do not click remember password.
- Remember to sign out of email when working on someone else's device.
- Do not open files received from unfamiliar emails.
- Check attached files for viruses.
- Send unwanted emails to spam.
It is not customary to use emoticons in formal letters, but in correspondence with friends, you can add emoticons to give emotion to the letter.
Below are the most popular:
For the past few years, one of my most effective tools has been email. I note that this tool will be effective only when you learn how to manage it, and not let things take their course. I wrote a little earlier.
To begin with, we must clearly understand why we need email. Wikipedia suggests: for receiving, sending and forwarding email messages. The purpose of email is to make people's lives and work efficient. But in reality, not everything is so simple.
According to statistics, on average, the number of messages received by a person is more than 100 letters per day. This is a huge number. And it continues to grow, which leads to the fact that a person is no longer able to qualitatively process the information received due to lack of time.
It is this question of how to work with e-mail that worries many people. An overabundance of unchecked mail leads to stress and lowers productivity.
Have you also been in a similar situation? Then this article is for you.
The most effective and organized people independently build their own system of working with mail, based on their own experience, by trial and error.
If there are more or less common rules for business correspondence in an email, then in relation to managing your work with email, everything is a little more complicated. It depends on many factors, such as the field of activity, the degree of business activity and organization of a person, lifestyle and doing business, and so on.
Working with e-mail
So, let's begin. I need my effective e-mail rules to:
- Increase your efficiency
- Always be an obligatory and correct person for your correspondents.
- Always know how I reworked mail.
- Never lose incoming emails.
There are several principles for working with mail:
1. Use your inbox as a checklist and leave unprocessed messages in it.
2. Create separate folders for each project, category. This will help you quickly find the information you need.
3. Actively use the use of labels, color marks. This will make the sorting of letters noticeable for visual perception.
4. Thoroughly study and know the settings system in the mail account. This will help you manage it effectively.
5. Determine the time you are willing to devote to working with mail. For example, 30 minutes in the morning and 30 minutes in the evening. And not a minute more.
6. If working conditions allow, disable the pop-up notifications about new letters. This way you will be less distracted.
7. Unsubscribe from irrelevant mailings.
8. during the day.
9. Save all sent emails. There is always something useful. Today I found a scan of my passport this way.
10. Be able to identify the signs by which you will process and sort mail.
Email technology
Keeping the first rule in mind, our goal when parsing mail is to leave as few letters as possible in the inbox.
At the same time, the second task, no less important, is to sort all the letters into categories, specifics and importance. You can leave emails in your inbox that require you to respond immediately or quickly. They can also be immediately marked with colored marks or labels. I'll add that I mainly use the G-mail mail program, having a few other accounts in other mail programs.
How others work with email
Once I watched a video about working with a mailbox, where the author showed how he famously dealt with two hundred letters in a few minutes. Naturally, the enticing title made me see how this can be done, since I did not know an effective answer to this question. It turned out that its principle of operation is based on deleting letters and leaving important and necessary ones in the Inbox. Surprised! So anyone can. I quickly came to the conclusion: this technique does not suit me.
We cut live
Agree that the lion's share of letters are the mailing lists we need and a storehouse of information. And when we are advised to unsubscribe from many of them, be honest - who raised his hand to unsubscribe from his choice? Since we chose it, it means that we need it and it is important. However, I will also advise you to unsubscribe from those mailing lists that are less relevant to you today. It's like cleaning your wardrobe - and it's a pity to throw it away, and I haven't worn it for a long time ...
Reassure yourself that as a last resort you know where this newsletter is located, and if necessary, you can always look there for information or subscribe again.
Take your folder names seriously. Here it is impossible to give advice for everyone at once - a lot depends on the individuality of the person. I know that many people prefer to place any mailings, letters related to sales topics in a folder called Sales. This option also works. My folders can have the name and surname of the person from whom the letters come, including on the topic of sales, and on the name of mailing lists. That is, the topic Sales in my mail corresponds to not one folder, but several. I am well versed in them. The author's personal brand is important to me.
Structure outgoing emails
Structuring outgoing emails is also easy. Assign labels or tags to them so they can be found at the right time faster. Create folders for the most important ones and use move. For example, during my work on several projects at the same time, I had to send similar letters to clients and conduct correspondence. Having created a folder with the name of the project, after sending the letter, I moved the necessary letters to it.
During the initial parsing of mail, I try to skim through the letters and determine in which category they should be moved. I also divide them according to the degree of importance and urgency: urgent - unimportant; urgent - important; non-urgent - unimportant: non-urgent - important. I leave important letters that require an answer from me or some work today in the Inbox folder, after the work is done I move it to the appropriate folder.
If I understand that the subject of the letter will be relevant for me in the near future, then I allow myself to move the message to the unread folder. At the right time, hands will surely reach him.
I draw your attention to the fact that all of the above methods were born not in one day, and not even in two. Already today, many companies are thinking about the development and implementation of rules for working with e-mail. Effective management and organization of time will become essential qualities in work for all companies.
If you don't manage your mail, it will soon manage you, which will lead to unnecessary stress. Develop your email rules.
With the use and application of these rules, you will become efficient in your business life. Friends, good luck in your business! Be efficient, and don't forget. And as always, I appreciate your comments and retweets and your personal advice.
People in the modern world spend more and more time on the Internet - looking for and finding work, reading the news, communicating on social networks, checking the weather, buying, selling, earning money, saving, making friends, watching movies, listening to music, and often just lounging around. Today it is difficult to find a person who does not know what a search engine is, online mode, ICQ, blogs, how to use e-mail. But they still exist, and this text is intended for them.
In the usual sense, mail is the exchange of letters and parcels. So far, the power of human thought has not reached the level to send parcels through e-mail, but perhaps this will come true in the near future. Despite this, e-mail has many advantages.
1. In an email, you can send not only messages in the form of text, but also attach files to the letter: tables, photos, drawings, videos, presentations, and so on. Letters can be deleted, forwarded to other people, stored, filtered.
2. E-mail allows you to deliver correspondence (information) instantly, saving a lot of time and effort.
3. No need to go to the post office, since you can use e-mail without leaving your home, if you have the Internet and a computer.
4. Profitability - there is no need to pay for each letter, regardless of the amount of information in it. It is enough that the Internet service is paid to the provider in a timely manner.
5. Efficiency - you can check your mail and answer a letter even from a mobile phone with Internet access.
So, let's answer the question: "How to use e-mail"?
First you need to go to the site of a certain search or mail system, for example, "Yandex", "Google", "Rambler", "Mail.ru" and so on.
Let's try using an example to start mail on Google. At the top of the site, find and click "Mail", a new window will appear to enter the mail and your account. Since you don't have a Google mail yet, press the red button in the upper right corner - "Create an account". Next, personal data is filled in - first name, last name, username, password, gender, date of birth, mobile phone, alternate mail address. create it yourself, it must be unique (if there is already a user with such a login, the system will warn you and ask you to enter a different name), consist of Latin letters, the length of the name is from 6 to 30 characters. Keep in mind that if you are going to conduct business correspondence via e-mail, then you should come up with and choose more discreet logins.
Next, you need to enter a password for the mail. It should be sufficiently reliable, preferably containing uppercase and symbols and numbers, and at least 8 characters long. Enter the password again to confirm it.
Your date of birth must be entered on this site in order to be able to access materials appropriate to your age. The fact is that a Google account allows you to have access to services such as Gmail (mail), YouTube (video portal) and Google+ (social network). You can set your account so that no one sees your age.
Gender, as well as mobile phone number is filled in at the discretion of the user.
To register mail, it remains only to prove that you are a real person (and not a robot), and enter the indicated Latin letters on the keyboard. If the signs are difficult to read, you can click on the "Audio" sign, the system will dictate them to you. If you do not want to do this, please provide your mobile phone number. A confirmation code will be sent to your phone in the form of SMS, you will need to enter it in the "Confirm account" field.
So, you have your own e-mail box, you can send and receive letters. How to write a letter? We find the "Write a letter" button, in the window that appears in the "To" field, write the recipient's address. If you want someone else to receive a copy of the letter, enter another email address in the "Copy" field. The "Subject" field can be left blank, but if you specify the subject and essence of the letter, it will be more convenient for the recipient. You can write text in the letter, format it, use the "Attach" button or the "Paperclip" icon to attach files, insert links, photos, pictures, save a draft of the letter. You can check the spelling before clicking the submit button. If you want to know exactly whether the addressee received and read it, check the box "Notify of read".
It's easier to read received emails - you just need to click on a new email (usually in bold). If you no longer want to receive emails from a certain author, you can mark one of them as spam. Further, all letters from this address will be automatically sent to the Spam folder. So, now you have an idea of how to use e-mail, you can correspond with business partners and friends, register on social networks, make purchases over the Internet and much, much more.
The mistake most people make is that they underestimate the importance of building an email system. One way is to think of email as a series of steps.
1 - Access to email
2 - Party of letters
3 - Checking incoming mail
4 - Removal
5 - Execution
6 - Storage
1. ACCESS TO E-MAIL
The first step is to schedule what time you will check your email daily. Usually, checking email four times a day is enough for most people:
1. First thing in the morning. Most people start their work day by checking their email to make sure they haven't missed anything urgent.
2. Before lunch break. Lunch time is a perfectly natural pause in your business activities; to make this time more productive, you can check your email.
3. Mid afternoon. This is another natural pause when you need to take a break or are about to leave for a business meeting.
4. End of the working day. If you empty your inbox as much as possible before you leave your workplace, then the next morning you will immediately go to viewing new messages. Making sure that there are no last-minute urgent matters that you left unattended, this guarantees a more relaxed evening for you and your colleagues.
For most people, the best option, the least disruptive to their workflow, is to check email four times a day and set aside no more than 15 minutes for each "session" of email.
2. PARTY OF LETTERS
It is important to understand that you process email four times a day. This does not mean that you must immediately respond to all messages that require a response, or write all the emails that you planned to send within 15 minutes. You must accept the fact that your inbox is nothing more than a batch of letters waiting to be sorted out.
3. CHECKING INCOMING CORRESPONDENCE
The next step is to check all messages, which does not mean that you have to read every one. Often, a decision about an email can be made based on its subject or the first few lines. A significant part of our correspondence consists of mailing lists and newsletters. If you are an industry analyst, perhaps a newsletter -
the most important document for you and you study it carefully every day. However, for others, this is not the case, and it is possible to quickly determine whether this newsletter is important or useful to us. Not all emails require a response: these are, for example, those letters where you are listed in the copy, or the subject of the message implies that you just need to read this information.
4. DELETE
If your main goal is to free up your inbox, one of the easiest ways to achieve this is to delete messages. If, after reading the newsletter, you come to the conclusion that this information is useless to you, unsubscribe from this newsletter. You won't regret it and you won't have to spend any more time processing it. Delete all messages that do not require further action from you.
If you suddenly find yourself deleting all messages coming from a particular address, think about why this is happening.
5. PERFORMANCE
Just like when working with paper documents, it is desirable that you do not return to the letters you have read again.
If it only takes you a few minutes to reply to or forward a message, do it right away. You should respond as soon as possible to messages that confirm or set a meeting time, request information about your contacts, contain some questions or requests, unless, of course, this will take you a lot of time.
If you understand that you need additional information, the involvement of other people or time to think, then you will not be able to answer such a letter right away. You will need to take some action later: perhaps decide whether you really should respond to this letter and do something. If not, you can immediately send the letter to the right person. Before you delegate a task, it may take some time to figure out who
must be a responsible person. If the letter requires you to take action, save only the significant part of the information, and delete the letter itself. Keep your inbox free of such messages, and store the necessary information, for example, in a system for tracking work on your projects, in a calendar or planning system, to be sure that you will do it. That's what execution is all about - the assurance that whatever needs to be done will be done.
6. STORAGE
If an e-mail cannot be deleted (or reacted to and then deleted), it becomes necessary to save it.
The primary reason you might need this is because you will need to refer to this document in the future (for example, it is information about something, a decision made, an instruction, a progress report, etc.). If suddenly you do not have a document to which you can refer, this will have adverse consequences for you.
There is no single correct way to store email messages. You must come up with a system that works for you personally.
One option is a subfolder system in your inbox. You can sort the subfolders by topic, category, client, or project, depending on what kind of messages you usually receive. Many people create a separate folder called “Processed Letters” where they put all the messages they have checked and messages that require further action.
Whichever email storage system you choose, remember that the only place you shouldn't store it is in your inbox. Remember also that working with e-mail should not take you 24 hours a day, seven days a week. Keeping your inbox organized at a pre-determined time will save you hours a week, reduce the stress you feel about missing something, and increase your efficiency in dealing with what really matters. These are simple principles that are easy to remember.
The Internet offers so many interesting things today, and we try not to lose information - we subscribe to various mailing lists, correspond with friends and make new acquaintances, use mail in business correspondence.
How to properly organize your e-mail? This question worries many.
There are rules in business correspondence using e-mail. During its use, some developments appeared on the rules of work and with e-mail. This became necessary in order to keep abreast of events, not to lose incoming information and to respond promptly to it. I think that knowing how to work with your e-mail will be useful to many.
How to organize the work of e-mail?
♦ Check your mail at the right time
E-mail is usually not the transmission of urgent information, it is used for non-urgent matters.
There are telephones for urgent information, and in her office can be delivered in person. Therefore, if it is not agreed in advance that you will now receive an important letter in the mail, then do not check your mail constantly. Just close the program on the computer for the duration of the main work, so that you do not see constantly incoming letters in the browser tab or in the pop-up window. It will not distract from important matters.
And, oddly enough, the mail will be sorted out in a shorter period of time, because we will deal with it purposefully, allocating special time in the morning and evening, and possibly only once a day. It depends on the circumstances and type of your activity.
All this, of course, does not apply to those whose job it is to answer e-mails, for example, in the helpdesk.
♦ Empty your inbox every evening
The Inbox folder is the place where all the incoming information is collected, which you need to learn how to sort quickly.
In order to sort letters by subject, we need additionally create some important folders. For example, "Reply", "Personal", "Work", "Interesting", "Important" and "Personal".
Create subfolders for each folder. The "Personals" folder may contain correspondence with people important to you. For example, in this folder we create a subfolder "Ivanov I.I." and stipulate a rule (filter) in the mailbox that all letters from Ivanov I.I. will immediately be sent to this folder. You don’t have to worry that you will miss this letter, because in the menu next to the folder name an icon will be displayed that there is an unread letter in this folder.
This is what we do with all the letters that are important to us.
♦ We clean mail from spam
When sorting letters, it is necessary to mark unwanted messages and those that you did not subscribe to as spam.
The mail program has a spam filter feature. She is able to remember such letters and when sent again from this author, the letter will immediately go to the spam folder.
If you have not cleared this folder yourself, then after 30 days all emails are automatically deleted from the spam folder and you do not need to worry about it.
Never reply to unsolicited emails because scammers can use your email.
By following the rules for working with e-mail, your working day will be more efficient - you can spend less time sorting, answering and writing letters. Here are some specific tips:
E-mail rules
- Set a specific time to work with e-mail. Turn off your mailbox when you're done.
- Explore the features and settings of the mailbox. This will help you quickly navigate when working with letters.
- Use your inbox as a place to gather information to sort through. At the same time, use labels to mark letters. Every evening this folder should be empty.
- Set up filters in your mailbox to sort important emails into subject folders
- Periodically clean (unsubscribe) the mailing list from those that are not interesting and not relevant. To do this, set a schedule on the calendar. For example, once a quarter. The more often you do this, the less time this cleaning will take.
- Sort emails in your inbox daily and respond to emails as soon as possible.
- Prepare pre-made templates for responding to letters. Include a greeting and signature template in your responses. This will save a lot of time when writing responses to emails.
- Try to be as short as possible. Attach additional information to the letter as a separate file.
- Always check the files attached to e-mails with an antivirus program.
- Follow the rule: "one letter - one topic." This makes it easier for the recipient to work with letters.
- If the same question comes to you from different people, then it makes sense to answer publicly on your blog or website and provide a link to this article in a letter. So you save time writing a response and give full information to interested parties.
- Remember the rule: the less you write, the less letters you get.
- Keep an archive of sent emails.
- Do not provide the password for the account where your mail is located to third parties.
- Use the Letter Properties feature to find out more information about the letter. To do this, click on the right mouse button in the read mode of the letter.
Whether or not you use these rules is up to you. But when organizing work with a mailbox, you need to remember that we should manage the correspondence, and not she us. Email is supposed to make our lives easier, not busier.
E-mail is used by millions of people - it's convenient, fast and affordable.
To send e-mail you need a computer, internet, e-mail box. To register a mailbox, you need to go to any mail service (Mail.ru, Yandex.ru, Gmail.com, etc.) and fill out the form provided.
1:1085 1:1095So, you have started mail, and now you need to write to someone. How to send an email?
Consider the process of sending an e-mail using the example of the Mail.ru service. After registering a mailbox, you will be taken to a page where the folders "Inbox", "Outbox", etc. will be offered.
Find the "Write" button and click on it.
You will see the form of the letter and the fields "To" and "Subject".
In the "To" field, enter the recipient's email address, for example If you need to send an email to several recipients, enter the recipients' addresses separated by commas. In order not to fill in addresses manually, you can use the "Address Book" function, which is located in the "To" line. Click on the underlined word "To", and you will see a list of recipients (if you previously saved them in your mailbox address book). Put a checkmark with the desired name or names and click "Add Selected".
In the largest field, write the text of the letter. You can change the text color, font size, insert links or emoticons. To do this, select the text and click on one of the buttons located above the message input field.
After filling in all the fields, click on the "Submit" button.
By e-mail, you can send not only letters, but text documents, sound and video files, pictures and photos.
3:747 3:757How to send a photo by email?
3:846We enter the mail, click on the "write" tab, fill in the "To" and "Subject" lines.
In the window that opens, select the folder with the photo you want to send. For example, your photos are in the "Photos" folder on drive D. Click on the "My Computer" tab, double-click on the "(D:) Local Disk" tab, then 2 times on the "Photos" folder.
Select the desired photo and click on it 1 time.
At the bottom of the window in the line "File name" the name of the selected file will be displayed.
We click 1 time on the "Save" button and the photo starts uploading to the email page.
After uploading the file (a green checkmark under the file will show that the upload is complete), click on the "Submit" button.
To send a photo by e-mail, you need to know the size of the recipient's mailbox. If space is limited, adapt, i.e. reduce the size of the photo. At the bottom of the photo window you will see the inscription "The photo will not be adapted for the Internet Edit". Click on the "Change" button. In the window that opens, select the "Compress large photos" function and click "Apply".
4:1201 4:1211How to send a document by email
4:1307E-mail allows you to send documents in various formats: Open document, Microsoft Word, HTML, PDF, RTF, Open Office spreadsheets, Microsoft Excel, PowerPoint presentations. To send a document by email, follow the same rules for sending photos.
Fill in the "To" and "Subject" lines.
Click on the "Attach File" button.
In the window that opens, select the desired document and click "Save".
We click on the "Submit" button.
If you need to delete an attached document, click on the red cross located in the upper right corner of the file.
5:732 5:742Email Ethics - How to Send Email Correctly
5:895The rules of email etiquette or "etiquette" are just as important as the rules of a telephone conversation or a face-to-face meeting. Sending email correctly is easy if you know a few simple rules.
Always send an email with the subject line filled in. The presence of this column will help the addressee determine the significance of the message and facilitate the work with electronic correspondence.
Be polite. Remember words of welcome and gratitude.
Follow the rules of grammar and punctuation. An abundance of mistakes can be mistaken for your incompetence and disrespect for the addressee.
Use capital letters only when necessary. In electronic etiquette, text printed in capital letters is perceived as shouting.
Write small messages that are logical in structure. Break the text into paragraphs, use short sentences. If the information cannot be shortened, format it as an attachment.
When replying to a letter, quote excerpts from the original message. This makes it easier for the recipient to remember what was said.
Do not email confidential information, credit card numbers. Information security is paramount.
Do not use emoticons, bright backgrounds and colored fonts in business letters.
At the end of the letter put a signature (4-7 lines). It will help the recipient identify the sender of the letter and provide additional information (telephone, fax).
After writing a letter, read it, putting yourself in the place of the recipient.
How to send a photo by email
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How to extract an attached file from an email
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