Personalize Your
Best eMail Client


What would we do without emails? In this section you will receive tips on how to personalize your best email client, organize outlook or any of your other free email clients. Here then is how to organize email.

There are several free email clients out there and you choose which one you find to be the best email client.


I decided on Thunderbird.

Basic Computer Terms,How to Be Organized,Tony Bastos

♥ Tip ♥

If there are any basic computer terms mentioned on this page that you are not familiar with, click over the icon on the right to open up a new page explaining all computer terms used on this site.

Try it!

Basic Settings

I have set my best email client to do the following:

  • Empty my “Deleted folder” files on exit
  • Automatically place a copy of my sent messages in the “Sent” folder
  • Automatically quote the original message when replying and place my reply above the quote
  • Request a “read receipt” for all messages that I send and when the “read receipt” arrives place it in my “Inbox”
  • Always ask me where to save attachments
  • If your best email client allows this, create a separate folder into which to save the email addresses for all messages that you reply to. Visit my section on “Organize Contacts”. You will find the link at the bottom of this page
  • Enable “Check spelling before sending”. There is nothing worse than someone receiving your e mail full of spelling mistakes
  • Automatically attach a signature to all newly composed messages but not to replies. Thunderbird allows you to set separate signature cards for each of your accounts which is great because I am working with four e mail accounts

My Best email Client, How to Be Organized, Tony Bastos


Saving files from your Inbox

I keep files in my “Inbox” until I have dealt with the request. I use it as a “to do list” if you like.

Once I have attended to the request and replied, I delete it from my inbox. If the e-mail is the “end of the line” on a specific subject where no additional action is required from my side, I save it into an appropriate folder with a new name like this:

In this example I am saving an email which I received from my paint supplier.

While setting up your best email client, I will be using the folders that we created earlier when we set up our Private Communications and Correspondence. If you missed this step open Private Communications and Correspondence to create the folders. When you finish close the tab and you will be back here.

1.

Open the email that you wish to save and maximize the window.

2.

Press “Ctrl+S” anywhere in the email window. The “Save Message As” dialogue window opens.

3.

Select the appropriate folder in the left hand folder tree. In this example I am saving it in YOU / Private Communications / To and From Suppliers / BG Paints.

♥ Tip ♥ If you need to create a folder for BG paints, click on “To and From Suppliers” in the left folder tree. Place the mouse pointer on the right side of the dialog window and right click. Select “New” then “Folder”. Type “BG paints” and “Enter”.

4.

Click anywhere in the “File name” window and press “Home” to move the cursor to the beginning of the name line. Type “20111027 F BG “.

The file has been renamed “20111101 F BG Delivery of Paint” as shown below.

My Best email Client, How to Be Organized, Tony Bastos


5.

Click on “Save”.

♥ Tip ♥ Keep file names short to avoid problems with “long names” when you backing up your files. Some versions of Windows have problems with long names.


Naming your email files

The way you have just named your email is the way that you should name all e Files.

Let’s take the example “20111101 F BG Delivery of Paint”.

20111101 = the date when the file was sent, received or created;

F = means that it was received “From”;

BG = are the initials of the individual or supplier from whom you received or to whom you sent the e Document; and

Delivery of Paint = the subject line of the email. If the subject line is too long, shorten it.


Naming and saving your attachments

If your email arrives with an attachment, save the attachment separately. This way you quickly find the e-document without the need to open up dozens of emails to look for it.

My email has a PDF file called “Tax Invoice No 23665” attached to it.

So here is how I do it:

1.

Right click on the attachment icon and select “Save as”.The “Save Attachment” dialogue window opens.

2.

Just like you did above click anywhere in the “File name” window and press “Home” to move the cursor to the beginning of the name line. Type “20111101 F BG “.

You have renamed your attachment “20111101 F BG Tax Invoice No 23665” as shown below.

My Best email Client, How to Be Organized, Tony Bastos


Once you have saved your email and all attachments, delete it from your inbox.


Saving files from your Sent folder

The same procedure applies to saving the files from your “Sent” folder as I explained above for the “Inbox”.

If you look at the graphic, you will see a file which I called “20111027 T BG Paint Required”.

This was the email that I sent to BG Paint suppliers on the 27th of October 2011 with the list and quantities of paint which I require.

♥ Tip ♥ Are you aware that you can set up your Google Mail account to synchronize with your best email client? You do not need to work on line in the Gmail window. All your sent and received emails will be transferred to the respective folders in your email client. All my accounts are Gmail accounts.


Before You Backup Computer Files

In the section “Backup Computer Files” I shared tips on how to ensure computer file recovery in the event of a computer loss.But what about the emails in your “Inbox” and “Sent” folders?You created a folder called “email Temp” when you created your private folders in “Private Document Storage Box”. You will copy your emails into these folders, as follows:


Copying your Inbox

1.

Maximize your email client’s inbox window as I show in the first graphic at the top of this page;

2.

Click once on any email in the right hand window section. Not to open it but just to highlight it.

Press “Ctrl+A” to select all emails in your “Inbox”.

3.

Right click on your mouse over any of the highlighted emails and select “Save As”.

Find the folder “email Temp” in the “Browse for Folder” dialogue window. The folder is a sub-branch of “Private DOCUMENTS” in your folder tree.

Click once to highlight the “email Temp” folder and click on “Make New Folder”.

Type today’s date (the date when you are doing your backup) followed by Inbox. For example “20111102Inbox” and click “OK”.

You have just copied all emails currently in your inbox into “20111102Inbox”.


Copying your Sent Items

You follow the same procedure as above except that when you “Make New Folder”, you will call it “20111102Sent”.

You have now ensured that all the emails from your email client will be backed up.

Naturally, if you have more than one email account and you have individual inboxes and sent items folders for each account (as in my case) you will need to repeat the above procedure for each account. When you name the new folders include the first two letters of your account name. In my case I would call the folders “20111102InboxHo” and “20111102SentHo” respectively.

Whichever software you have chosen as your best email client personalize it to serve your specific needs. Most software developers offer free email clients which can be downloaded from their web sites.

In the next section we deal with your best email client contacts. You can go directly from Personalize Your Best eMail Client to Organize Contacts.



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