Email is one of the fastest ways to communicate, but unfortunately it may be used in a wrong way, so to make the most of your email account, and to make sure you get all the important messages, and also protect your computer from viruses and spam, you have to know 3 things:
1. How to deal with junk folder?
*Don't write your email address everywhere.
If you found a good jokes website, or a website claiming that you may win $1000000 by just signing up, DON'T unless you are sure this is a trusted website.
This kind of websites or newsletters you sign up for will fill your inbox with commercials, which may download viruses to your computer.
*Some junk aren't junk.
Your mail system is who decide which messages are junk and which aren't, so there might be important messages in your junk box. So you have to check your junk folder continuously, as the messages in junk box will be automatically deleted after a period of time.
*Dealing with junk messages.
If you have a message in your junk and you think it may be an important not junk message, you'll have to look at the sender email and subject suspiciously, because the WIN NOOOOW and 100% FREEEEEEE kind of subjects are obviously not the kind message you want to open, if you still think this is an important message, open it and read it, but don't download any attachments or click on any links unless you knew the sender of the message.
The spammers usually look for your attention to open their message, so they send the subjects like these ones:
"Business proposal", "You won $10000000", "Deadline is next week", or "Job interview TODAY".
2. How to organize your mail?
*Delete unnecessary messages:
The first step in preventing Inbox mess: delete messages that are unnecessary to keep. Take a few minutes each day, week or month to scroll through your Inbox and find messages that you no longer need.
If you have many messages to delete at once, you can select multiple messages and delete them as a group.
*Use personal folders:
Make a folder for similar messages, or messages from the same sender, you'll need this if you receive a newsletter everyday, or if you have a Facebook or Twitter account, these social networking systems will send you a message every minute. So it's preferred to avoid filling your inbox with these messages.
*Use the filtering feature:
Filtering is a feature that will automatically move similar e-mails out of your Inbox and into the folders.
3. How to write a message?
*Keep the length of the message short.
Shorter messages are more likely to be completely read than long messages. If a longer message is necessary, attach a file with the longer message.
*Make sure that attachments can be read.
Attachments that are too large may not be accepted by the recipient's system. Also, the format of the attachment should be one that the recipient can read. For example, you might need to convert PDF to word, to make it easier for someone to open your document.
*Use a clear and descriptive subject line
Most email users see only the address of the sender and the subject line of incoming email. That subject line may be the difference between an email that is read and one that is discarded.
*Use appropriate spelling and grammar
The alternative is to create email that creates a negative impression of the writer or the writer's organization.
*Respect the privacy of email addresses
When sending emails to multiple recipients, do not put in an email address in the To: or Cc: field if one or more recipients have no need to know that address. If you are sending an email to multiple recipients and you don't want the recipients to see any other address, then put the list of addresses in the Bcc: field.
*Assume that your email will be forwarded on to someone you do not know
Anyone who receives an email from you may forward that email to others, usually without your knowledge. If the contents of an email would cause you embarrassment if it fell into the wrong hands, consider not sending the email in the first place.
For instance while sending a report to your coworker, don't write .And grab some beer tonight, my wife is out, because he might forward this message to your boss or another coworker, and of course you don't want everyone in your company know that.
*Make sure the recipient can identify you.
When you are sending email to someone you don't know or don't know well, make sure that the recipient can figure our who you are, how you found out about the recipient, what your want from the recipient, and why that recipient should respond to your email. You should compose the subject line and the first sentence of the email so that these questions are answered. Otherwise, your email may be quickly deleted.
*Use plain text for the body of an email.
While some email software allows recipients to view email formatted with HTML or other formatting codes, not every program has that option available, and if it is available it may not be activated by the recipient.