How to Use Rules Effectively in Your Email Client

Using rules in your email client

You can use your computer based email system to efficiently handle incoming email and sort it into different areas, or delete it using RULES, such as;

Delete spam or other unwanted mail
Sort orders
Sort payments
New enquires
Requests for link trades (use a special email address)
Newsletters (use a special email to subscribe to newsletters)
Your email client can read one or any number of incoming POP3 email accounts for different web site domains or email accounts each one with their own identity.

Incoming mail can be MOVED from the inbox to other folders (including the deleted email folder) based on several key criteria;

- FROM - who sent the mail? - often you can opt to accept ALL mail from this sender regardless of other conditions or subject to other conditions below.

- TO - to what email address is the email addressed?, especially useful if you own several web sites and have many identities

- SUBJECT - subjects are often unique, the main one could be STANDARD SUBJECTS in emails from web site FORMS which are always the same so can combine with a FROM and maybe TO to make a total unique email message - unless ALL the conditions apply nothing happens.

You will have ONE single ISP account and can SEND email via one SMTP mailbox, but each email account can appear to send mail from different accounts.

Folders can be top, second or even third or lower levels to classify mail by groups. Using the "properties" of each folder mail can be retained indefinitely or for periods of for example 3, 6 months or longer/shorter.

Good housekeeping routines are essential when dealing with hundreds or thousands of emails a week.

The "properties" of the folder can also be set to display NEW UNREAD mail (preferred) or ALL items in the folder

In the event of no rule being set up mail will stay in your Inbox. If you have existing Spam software operating there may be some confliction and confusion between the various systems - turn off income mail scanning for SPAM but make sure all mail SENT is scanned and also ANTI-VIRUS software is present, active and up-to-date.

You can prioritize folders to display in order by naming them alphabetically or adding special prefixes, in the example the folder "Myfolder" has 2 prefixes which create 3 versions with different priorities in the folder list.

$myfolder
_myfolder
Myfolder

Online FREE accounts usually lack rules and condition moving, but sometimes offer it as an optional extra. Free accounts usually lack back-up options and can be risky and limited in features for web owners and business operators.

Using FREE web based email accounts can be false economy in fact why use them at all when you will already have a computer based system with your normal ISP account.

Final choice is down to you based on the volume, type and value of emails being received.

Maurice Clarke is founding owner of http://www.internet-online-privacy.com a free and independent source of information about all aspects of online fraud and personal privacy issues. The site contains articles and web links highlighting the leading privacy issues and suggested preventions and solutions for both personal and business web surfers.

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