Puter Tutor Online Article 21

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Have questions? Visit our Community Message Boards

Taming the MailBox Monster
July 29, 2002

More than a few of you would agree with us that sorting through email can grow to be an extremely tedious daily task, especially if you have an established website on the Internet. Not only do we continue to build and acquire new necessary email addresses for our growing ventures, but each new address that we create seems to alert the email harvesters to such a ripe opportunity.

Well, don't despair!! If you use Outlook Express to manage all of your email accounts, be sure that you are taking advantage of its extremely useful built in feature to sort your mail for you!

There are all kinds of creative ways to bulldoze through that mountain of email. I have to admit, sometimes I get the most pleasure from hitting the delete button on all of that UNREAD spam.

Actually, read on, and we'll show you how you can even save yourself that step on some of it.

Set Up Folders and Message Rules

Using the Folders and Message Rule options can be a great
way to save you time and confusion when going through your Email Mess.

First of all, decide the categories you need for your Folders.
If you are like us at all, you may be retrieving email from various accounts at various domains. So we'll use this example to show you how to set up folders and rules for this type of sorting.

Bottom line, though - You're the boss! There are all kinds of ways to
sort!

Click File/Folder/New - and it will take you to the following screen:

Highlight the folder under which you would like your new
category. You will probably want to start out placing new ones
under "Local Folders".   This way you will see them when you
are working in OE.

Type in your chosen Folder Name, and click OK.

After you have created all of your folders, you are now ready
to assign message rules to your incoming mail.

The easiest way to create them is by using existing mail to
create the rules.   For example, I participate in a number
of Get Paid to REad Email programs. I set up a folder which I call
GPTREM. It is easiest to click through them if they are all in one
folder, and I do it one day a week. But it is tedious to look through
daily mail, and move them to that folder as they come in one at a
time. Go through the process below one time, and they will go
there automatically from then on.

If you have numerous emails that come from the same place, and
would like them automatically collected into a folder to be read at
a later date, this is a great time saver.

The next time you get one of these emails, highlight it.

Then Click Message/Create Rule from Message

The following screen will come up:

See all the little check boxes? There are an assortment of
instructions for you to choose from. As you check these boxes,
you will see the rule being created in the lower box. Since you are
creating a rule from an existing message, the first box will already
be checked, and the information inserted, highlighted in blue.

In the second box down, click where you want the message to
go. This will place a blue highlighted word in the rule box. Click on
that highlighted word, and select the destination.

You should get a screen that allows you to choose a destination folder.

Highlight the folder that you want to route that mail to, and click OK.

Name your rule at the bottom of the screen, and click OK.

If you retrieve mail from an assortment of domains, you may want to set up rules to funnel the mail from each of those separate accounts into their own folders.

Instead of "Creating a Rule from a specific message",

Click Tools / Message Rules / Mail, and you'll see the following screen:

Click New. You'll see the following screen, and you'll need to work through the steps indicated by the 4 red arrows.

Now, you don't have to wait to start sorting only new mail that comes in from here on. When you're finished creating new rules, you can go ahead and apply them to existing mail in your box.

Click Tools/Message Rules/Mail.

Highlight the rule you want to apply, and Click Apply Now.

Click Browse, and choose the area of OE that you would like to apply the rule to.

9. Click OK, then Apply Now, and watch your mail sort itself.

10. Next time a message comes in from that location, it will
automatically be placed in that folder.

You are on your way to a much more organized daily mailbox
experience!!

Now for that little hint regarding staying a step ahead of your delete button.

You have two options for getting rid of unwanted mail without ever touching it or even seeing it!

You can either set up a rule that recognizes specific email, and automatically deletes it. You would choose how you want it to recognize the email, then check the delete option:

OR - you can set OE to block any email that you tell it to.

SO EASY!!! Just Click Message / Block Sender, and follow the prompts!

You'll never even have to see an email from that spammer again!

If you have any more questions about Outlook Express, what you have or about upgrading, stop by the Community Message Board and ask away.

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