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Posts tagged ‘email’


Eliminate Spam Email and Junk Mail

How much time do you spend dealing with spam email and junk mail? Both at work and at home, information we don’t want or need seems to be creeping into our lives.

The temptation is to just delete the email or glance at the paper mail and then throw it in the trash. What you don’t think about is how much time you could save in the long run if you don’t have to handle the information or paper in the first place.

What is the value of clearing clutter from your email inbox, so you can actually find the important information? What is the value of clearing the clutter from your mind and not having to handle or make decisions about unsolicited paper, magazines, etc.?

The next time you encounter email you don’t want, take the extra minute to unsubscribe from the mailing list. If needed, send a personal email to politely ask to be removed from an email list.

For unwanted catalogs and mail, check out the website There you can submit all of your unsubscribe requests in one place. It may take a month or two to be removed.

Finally, think about your social networking options. Change your account settings to receive only what you really need.

Implement these ideas to clear your inbox and your mind and become positively productive!


Use Email “To”, “Cc” and “Bcc” Appropriately

To ensure proper delivery and a quick response for your emails, make sure you send them the right way. Here are some quick tips for using To, Cc and Bcc correctly.

To: This is for people you are directly addressing. When people are directly addressed in an email, make sure they need to do something—take action, make a decision, review or approve something and so on. If they are receiving it for information only, use the Cc or explain early in the email why it is important for them to know this information.

Cc: This is for readers who do not need to take action. You are sending the email to them for their information only. Use this judiciously. Copy only people who need to be copied. Keep in mind, people who are Cc’d may not read the email and may either immediately file it or trash it.

Bcc:Bcc addresses are like Cc addresses except only you know who is being Bcc’d. This information is not visible to the To’s and Cc’s. Use Bcc if you are sending the email to several people, and you do not want to share everyone’s email address. If you do this often, it is more productive to create email groups using a group name, such as Payroll Project Clients. Usually, when you enter the name of the group in the To area, the email goes to everyone in the group, but recipients see only the assigned group name.


Email Management

You have probably figured out by now that email is the biggest form of business communication.  In a recent study, it was found that an average office worker receives approximately 126 email messages a day.  Think about it.  If you spend, on average just 1 minute per email, with 126 messages, you would have spent about 2 hours a day just on email.  As we continually rely on email to communicate, that number has only one way to go – and that’s up!

One simple rule for managing your inbox – Empty it every day.

When you check your mailbox at home, do you just pull out the mail you want and leave the rest in your mailbox?  I don’t think so – or hope not.  Hopefully, you take all your days mail out, take it inside and go through it while standing over the recycle bin.  You keep what you want, put it where it belongs and discard what you don’t.  So why do you leave electronic mail sitting in your electronic inbox?

Follow these simple steps to help clean out your inbox:

  1. Sort by from
  2. Delete all spam email
  3. Read and delete all personal email
  4. Sort remaining by date – oldest on top
  5. Read, delete, delegate, take immediate action, or put in a subfolder for reference
  6. What’s left should be the items that you need to take action on
  7. Decide when you are going to take action and tackle one task at a time until your inbox is empty.

Expect this process to be intimidating at first.  Depending on the amount of email sitting in your inbox, you might not want to do your cleanup all at once.  Designate certain times during the week to focus on this process.

Once you form this habit and your inbox is empty, you’ll never want to build it up again!

Have a productive week!