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4 Effective ways to handle your Email Inbox

It is important to organize emails in the mailbox otherwise it will be filled with junk mails and you will have several thousands of unread emails. To avoid this condition, develop a new approach to process your inbox that can help you to gain more control. It will also improve your response time and keep up with critical actions and due dates. We will discuss four ways to take control of your mailbox.

Please follow the steps given below to manage your email inbox effectively.

Step1: Set up a simple and effective email reference system

First you should understand the difference between two reference systems i.e. references information and action information. Reference information is the information you keep it for future and do not read it at present. But action information is different and it is the information you must have to complete an action. While in the case of most of the email users, they have more number of reference information in their mailbox. So, to avoid so much of reference information, it is necessary to keep a system which transfer the reference data from mailbox to reference mailbox.

Step2: Schedule uninterrupted time to process and organize email

There are so many email messages which require a decision by you. The decision of yours is all depends on uninterrupted attention. We recommend you to establish a time so that you can empty the inbox. It is completely your decision to scan the inbox.

We also recommend you to book for one hour for scanning the mailbox and also do not try to take any calls or message during this one hour.

Step3: Process one item at a time

It is very important to sort your email when you start processing these mails. We recommend you to start from the first i.e. start from the top and scan the mails in an order. You can use several sorting like sort as date, sort as conversations or sort as name etc. it will help you to scan it in a suitable order and you will process the mails completely. And never try to do it randomly or jump around in your inbox. There will be probability that you will miss many of them.

Step4: “Four D’s for Decision-Making” model

The four-D model is very important to process mails in mailbox. These four –D models consist of following actions: delete it, do it, defer it, delegate it.

We read the messages and avoid deleting it because we think at some point it will be useful. This makes the mailbox difficult to arrange and bulky. Just keep some point in mind like does the message relate to a meaningful objective, does the message information can be fetched from other source also, does the message will be needed in next six months or does the message contains any useful information. Think over the point and delete or keep the message.

Do it in 2 minutes means you can handle most of the messages in less than two minutes, reading the message, composing then sending, it will not take more than 2 minutes.

Defer it means if you are not deleting or doing any thing the drag it to a specified folder. Delegate it means you can delegate a message.

How to prepare your PC for vacations

Vacations are always good as it helps you to get of the regular stress and you also get to spend quality time with your family. However that does not allow you to completely forget your professional responsibilities, you have to  leave some appropriate information behind at your office, or on your computer so that people know you are not available.

Here I am going to discuss some of the best practices and suggestions for your PC to make sure that your work goes on smoothly, even in your absence.

Suggestion 1.

Decline the meetings to come. Decline any upcoming meetings that are scheduled while you are gone. Your Co-workers will not expect you to be at meetings.

Suggestion 2.

You must update the status of your voice mail. Record and update a voice message which provides accurate information about your vacations and you returning back to office You should also provide the contact information immediate assistance in your voice mail greeting.

Suggestion 3.

Make sure that your mailbox does not exceed the size limits as a full mailbox will prevent you from sending or receiving the e-mail while you are on move.

Suggestion 4.

Block the off time in your calendar. Make the Outlook calendar settings to show your co-workers that you are away. That way, they will see that you are not available and won’t schedule any meetings with you. To block the off time, you can create an appointment showing that you are out of office. To create the appointments do the following steps:

1. Go to File menu, point to New and then click Appointment.

2. In Start time, select the date you are leaving. In End time, select the date you are returning.

3. If you are leaving for just one day then click All day event box.

4. Under Show time as, select Out of Office.

5. Click Save and then Close.

Suggestion 5.

Check in your work files. If you are going on vacation with a file checked out, your team members cannot work on that file. So, you have to make sure to check in all your files.

Suggestion 6.

Secure your laptop. Laptops are the common targets of theft. If you are not taking your laptop with you, take it home.

Suggestion 7.

MS Outlook provides you a wonderful feature for such occasion, out of Office assistance. You can configure the Out of Office assistance feature to let people know that you are away from office. This feature sends an automated reply on all the email received on you inbox during this period. You can customize the automated reply with required information and can also setup the rules to file messages. To use this option, go to Tools Menu in your Outlook application, and select Out of Office assistance feature. It will give you an option to type in your message for auto reply so provide the information in the message and you are good to go.

How to Restore Mailbox to PST

There are times when you delete your mailbox accidentally and often, you would tend to think there is no way you are getting them back. With lots of information such as appointments, contacts, messages or any other important stuff that comes through your mail, deleting any mail as important as this can seem like a nightmare because most often e-mails might be deleted accidentally. However, there is a way you can perfectly restore mailbox to PST and regain your mails and not very easily.

What is PST?

Just so you know, a PST file simply refers to folders in Microsoft Outlook which have data that you can export and even share with your friends, relatives, colleagues or other users. These folders are shared via the Microsoft Exchange Server and can be lost either through accidental deletion or from technical errors.  So if by any means you have deleted or can’t find your mailbox, there is no need to panic as you still recover it. Your mailbox is saved on the Exchange server for a maximum period of 30 days before it is removed. Sop regaining your mailbox should be as easy as ABC!

What you need to do!

To restore mailbox to PST, simply begin by opening the Exchange System Manager utility. This program is crucial to the success of this operation as it is the only way to restore your mailbox and if you cannot locate it, check with your IT department guys. Thus ensure that the MS Exchange Server is installed in your machine before you think of recovering any mailboxes. Once you have opened the Exchange System Utility program, click on the sign (+) so that you can enlarge the Administrative Groups tab on the left panel.  Simply open the Exchange administrative group or the Mail Administrative Group as it may be named in others. If that is done, click again on the sign (+) just beside the primary exchange server and then from here, simply click the sign (+) again to enlarge the tab Mailbox Store and from the options you will see, right click on the tab Mailboxes and choose Run Cleanup Agent. You will immediately see a list of all the mailboxes that were deleted from the server recently.

Restore Mailbox

Up to this point, it should be easy to restore your mailbox, just locate the mailbox you want to restore from the list and right click on it, from drop down menu you will be given simply select Reconnect, choose the user account where you want the mail box to connect to and press OK to restore the mailbox.

Launch Outlook again and you will notice that the PST folder with the mailbox you wanted restored has just been restored. It should be that easy so next time anything happens to your PST mailboxes, this is what you should do!

How to Manage .PST files in Various Versions of Microsoft Outlook

Outlook is a program that repeatedly handles important data in many dimensions. Many people have the misconception of Outlook being just an e-mail application. Although its being used mainly as an e-mail application, it handles data in various forms, namely as in messages, contacts, appointments, tasks etc.

Microsoft Outlook is the most widely used e-mail client within businesses, where web based mail programs are restricted. Most important data like contacts and important conversations must be backed up with hard copies, while general Outlook data may be backed up using .pst files and saving them externally as soft copies.

What is a .pst file

.pst file or personal storage folder is used to save, back up and restore data in Outlook applications. The system automatically recognizes how and where Outlook has to save data, but external backing up and restoration is down to manual handling.

Outlook storage methods

According to the configuration, Outlook saves data either in the local hard disk or the Microsoft exchange server if available. By default .pst files are automatically stored onto to the configured location. If the mailbox is located on a server, by default Outlook saves the data in that particular mailbox.

Why back up data

Software and operating systems are very fragile and breaks down easily due to the smallest of reasons. so backing up of data is crucial regardless of the purpose of usage, whether its business or personal. .pst files are the most convenient method of handling Outlook data. Having backed up data helps in situations where hardware components of a system fail too. For example when a hard drive fails in a PC all the data within, may be erased and only a back up can come to the rescue.

.pst portability

Backed up Outlook data in the form of .pst files are portable, in the sense they can be moved across different hard drives and computers as required. This makes just a few clicks and using of import and export features within Outlook to experience portability. pst files are portable not only across different computers, but also across different versions of Outlook.

Microsoft exchange server

When working with networks, usually within business organizations, Outlook mailboxes may be located on a server, typically the Microsoft exchange server. Working with servers makes the back up tasks more easier since just backing up the server data covers all the users configured on the server.

Using of .pst files and backing up methods are virtually identical across Outlook 2002, 2003 and 2007. The mostly used feature with .pst files is the import/export tool within the file tab in Outlook, as it is used to save and retrieve data in Outlook compatible mode.

Call Now: +1 833-522-1003
Call Now: +1 833-522-1003
Call Now: +1 833-522-1003