Seven Steps to Better Email Management

4. Maximize the use of folders.

Imagine what would happen if you kept all your client information in the same file folder -- you'd never be able to find the information you were looking for. Email messages work the same way. In order to keep things organized, it's critical to set up folders to archive your messages. You might organize email along projects, clients, business processes, persons or other variables that reflect how you operate on a daily basis.

For instance, if you handle all your company's marketing tasks, you might set up email folders for each project, and subfolders for each mode of advertising. You might also create a folder for each type of outsourcing you do, such as printing, design, Web site design and so on.

5. Automate your email with filters.

Technology should work for you, and email is no exception. If you frequently receive email with a lot of the same subject lines or from the same people, you can set up your email program to automatically route these messages to an appropriate folder or auto-reply to certain messages.

For instance, if your friend Sally only sends you jokes, why not route all her emails to a "Joke" folder for review later on. Or if you frequently get emails asking for directions to your company, set up an auto-reply that will automatically attach a map, link to an online mapping system, and supply basic train and taxi information.

6. Be secure.

No advice on email management would be complete without stressing the importance of secure email use. Be careful of attachments, embedded graphics and links leading to phishing Web sites as you email. If you get an email saying "Your PayPal account needs to be verified" or there's a problem with your mortgage, don't click on the email link provided. Instead, go to PayPal's Web site or that of your financial institution, and log on directly. Or call them to find out whether there is indeed a problem.

7. Back up your email. A critical part of a secure email experience is ensuring that when your computer program crashes, you have an email backup you can turn to for help. Imagine losing a month's worth of new customer information that's stored in your email. Back up the email on your computer, and if you host your own email, be sure you back up your email server as well.