# Presentation: 235601

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

- 	GSFC Procurement
- 		Operations Division
- 	March 23, 2005

**Managing the **
**E-Mail**** ****Monster**

## 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

## 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

## Tips for Managing E-Mail Volume

**Keep Your In-Box Relatively Clear (don’t use for storage)**
**Keep Your Trash Folder Clear (don’t use for storage—empty 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**

## Tips for Managing E-Mail Volume

- Track Your Usage Under (Tools, Statistics)—Determine 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

## 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@abuse.gsfc.nasa.gov
- SPAMWATCH feature w/ Eudora 6.1
- Enable Junk under Tools—Options—Junk 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/techsupport/tutorials/spamwatch.html

## 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

## 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

## Other Time Savers

- Create & Use “Nicknames” (Tools, Address Book, New)
- Toolbar Icon Available for This
- Guide available at:  _[http://](http://www.eudora.com/techsupport/tutorials/win_makeaddress.html)__[www.eudora.com/techsupport/tutorials/win_makeaddress.html](http://www.eudora.com/techsupport/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

## 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

## 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 Providers—SMTP Relay)

## Enhanced Functionality Tips

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

## 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