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Entries in Gmail (19)


Say Goodbye To Outlook Express


I have seen several machines in the last few weeks that are still running Outlook Express and they all are having issues.

As Microsoft has not updated Outlook Express in years , but all the other software and operating systems has marched on with time.

So what are the free options now?

Time has well and truly passed Outlook Express by.

It really is time to switch for features and security enhancements.


How To Delay Sending An E Mail In Gmail & Outlook

Sometimes you may just want to delay sending an email.

  • Regret typing the email
  • Notice a typing error at the last minute

 You can do this in G Mail and Outlook


  • Open settings 
  • Go to labs
  • Then enable " Undo Send"

This will give you a few seconds to get the email back.


You need to create a rule in Outlook that will delay the email by seconds or minutes.

In Office 2010

  • Go to Rules
  • Manage Rules & Alerts
  • New Rule
  • Start From A Blank Rule
  • Apply Rule On Messages I Send
  • Click Next
  • Sent On This Computer Only
  • Defer Delivery By A Number Of Minutes
  • Enter The Minutes
  • Click Next
  • Enter Any Exceptions To The Rule
  • Give The Rule A Name

 Click Finish


Backup Your Email 

Looking to backup your email , whether you are on Outlook , Gmail etc then use Mail Store Home 

I came across this recently when I had to migrate email from Thunderbird to Outlook 

Mail Store Home will backup the following

  • Internet mailboxes such as Gmail or Yahoo! Mail
  • Any POP3 and IMAP mailboxes
  • Microsoft Outlook 2000, XP, 2003, 2007, 2010
  • Microsoft Outlook Express and Windows Mail
  • Microsoft Exchange Server 2003, 2007, and 2010 mailboxes
  • Microsoft Office 365 (Exchange Online)
  • Hosted Exchange mailboxes
  • Mozilla Thunderbird and SeaMonkey
  • .EML and other email files


Mail Store Home creates a single archive for all your emails 
Mail Store Home also provides an integrated search feature , allowing you to search by email and or attachment 


Mail Store Home  is also free and is for Windows XP - Windows 7.



Lets Get Email Under Control 

Now is the time to getting email under control
Action Your Email
  • If an email has sat in the inbox for a long time with a request ,a short response to the sender along the lines of “Do you still need this?” is appropriate.
  • If you don’t have an answer to an email just say so “ I don’t know”
  • If you will never respond to the email , if it is old (more than a week or 2) just delete it or answer it but do something.
  • Use filters & folders in your email program for low priority emails that can be actioned , read or deleted at a later date.
    • The use of filters is not just a “set and forget process” and needs to be tweaked over time which will ultimately save you time.
    • The basic filter is whether an email can be deleted immediately or archived for later (Done on receipt of the email)
    • Then on a set time go through your filtered emails and see what you missed
  • Delete , this is the hardest thing to do and is usually based on some set criteria
    • Is there an action task with this email?
    • Will I let it just sit and clog up my inbox?
    • Will I actually respond to this email?
Make use of Templates 
When responding to an email or starting a new email, have designated templates to speed the process up such as:
  • Frequently asked questions response
  • Thanking you response
  • Administration information request
Not All Messages Are The Same
Some email messages are far more important than others, you must understand this 
Make It Short
Make your emails short .If you can stop writing so much in emails you will have time to properly respond to the ones that need it.
Don’t Feel Guilty
If your email is out of control, don’t feel guilty 
Just start a course of action to rectify it
Your Time Is Valuable
There is not enough time to read every single email that you receive in the detail expected let alone respond to them 
  • Remember the only way an email will ever get out of your life is to either deal with it or get rid of it.
  • Learn the intricacies of your email program to assist you in taming your email in flow , a little bit of education goes a long way.



How To Organize Your Cluttered Gmail Inbox

We all receive emails in our gmail inbox that we could happily have appear in a folder that we can check later and not our inbox.

The online shopping offers come to mind as an example.

First you need the email address that you would like filtered ( the term used to mean that the email will end up in a folder other than your inbox )

Open up a message that you want to filter and copy the email address on a text document

Open up mail settings which is in the top right hand corner of the gmail screen

Open up the labels tab

Create a new label - " Online Shopping "

Then open filters and create a new filter

You can then apply the label to the filter you have created.

Also look at the other options such as delete it , which is especially useful if you have signed up to an email address that you get bombarded with.