5 Smartest Tips to Handle Important Mail
By on February 17th, 2010

We receive tons of email daily which makes it really hard to make sense of those clutter. It is so easy to miss an important note or get to it when it is too late.

The following tips will help you better manage your important email for you to always be able to handle it properly.

First let’s define how we can automatically identify all important mail:

  • By sender’s email address, e.g. boss@yourjob.com. With many email services and clients, you are able to use a wildcard (*) to filter all incoming mail from some domain, e.g. *@yourjob.com filter will include all your work incoming mail;
  • By the keyword (usually in the subject). You can arrange to use some key phrases with your business partners or boss for you to easier identify urgent mail from them, e.g. "Important!" or "Needs response now!"

1. Create a label / folder to organize all important email. If you are on Gmail, you can create a label (called TO-DO for example) and the create a filter to label all the important messages as TO-DO. Here are the Gmail filter settings to get this done:

Filter Email messages

For MS Outlook, you can create a folder and file any email sent with high importance in the Quick, the house is burning downfolder (for more MS Outlook tips refer to this post on getting organized with customized Microsoft Outlook rules

2. Automatically star all the important email or flag it for follow-up. If you are using Gmail, it has a handy option to automatically star all mail that conforms to your search setting:

Add Stars to Email Messages

3. Set up an SMS alert of new urgent email. This one is an awesome tip, yet not widely known. Most of mobile carriers offer free Email To SMS gateways which can be found here. All you need is to create a filter to forward all your mail with the set criteria to your personal email, e.g. [your 10-digit phone number here]@message.alltel.com

Set up SMS Alerts for Important Emails

4. Filter out unimportant mail. Really, this needs to be #1. In order not to miss urgent mail, you will need to get rid of all clutter: social media updates, automatic updates, etc – everything you still read (so no way to unsubscribe) but don’t really need in your inbox. Create a filter and add Skip the inbox, Mark as read, and Apply a label(I have SOCIAL label foe all that stuff):

Filter Out Unimportant Emails

5. Send an auto response containing other ways to get into contact with you urgently (including cell phone, IMs, etc). (For Gmail users) Use this post as guidelines: they did an awesome job explaining the process, so no reason to explain it again.

Set Auto-response for Emails

The guest post is by Ann Smarty, a search and social media blogger. If you love guest blogging as much as Ann, join MyBlogGuest.com, the community of guest bloggers to promote your site and brand. Want to guest post for us? Read our Guest Post guidelines to find out how you can submit guest posts to us.

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Author: Keith Dsouza Google Profile for Keith Dsouza
I am the editor-in-chief and owner of Techie Buzz. I love coding and have contributed to several open source projects in the past. You can know more about me and my projects by visiting my Personal Website. I am also a social networking enthusiast and can be found active on twitter, you can follow Keith on twitter @keithdsouza. You can click on my name to visit my Google+ profile.

Keith Dsouza has written and can be contacted at keith@techie-buzz.com.

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