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

1. Managing the E-MailMonster Rex T. Elliott, CPCM GSFC Procurement Operations Division March 23, 2005

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. Other Time Savers • Create & Use “Nicknames” (Tools, Address Book, New) • Toolbar Icon Available for This • Guide available at: 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

10. 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

11. 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)

12. Enhanced Functionality Tips • Eudora Has On-Line Tutorials • http://www.eudora.com/techsupport/tutorials/index.html

13. 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