Email Guides and Essays
by Kaitlin Duck Sherwood,
including

  • Top Ten Tips for Overcoming Email Overload
  • Top Three Anti-Spam Filters


    About Overcome Email Overload with Eudora 5

    About Overcome Email Overload with Microsoft Outlook 2000 and Outlook 2002

    Frequently asked questions

    Press room

    About Kaitlin Duck Sherwood

    • Overcome Email Overload

    with Microsoft Outlook 2000 and Outlook 2002

    Table Of Contents

    Preface
      Acknowledgements
      Characters and Places
    Chapter 1: Introduction
      Who Is This Book For?
      Overview of this Book
      Notation, Terminology, and Simplifications
      Tips
      Additional Material
      Summary
    Chapter 2: Organize and Prioritize Your Messages
      Set Up Your Categories
        Category Order
      How To Make a View Grouped By Category
      Outlook Rules
        "Real-World" Rules
        How to Create Outlook Email Rules
        More Conditions
        More Actions
      Rule Order
        Exchange Rules vs. Outlook Rules
      How to Test and Debug Your Rules
        Problems with Contact Names
        Problems with HTML Messages
        Problems with Rule Order
      Group Messages by Using Multiple Accounts
        Personal Accounts
        Junk Mail Accounts
      Summary
    Chapter 3: Useful Rule Recipes
      Rule Order
      Notation
      Space Limitation on Rules
      Find Potential Viruses
      Adjust the Priority Level
      Lower the Priority Level of Multiply Forwarded Messages
      Categorize Jokes
      Categorize Distribution List Messages
      Categorize Confirmations and Updates
      Categorize Messages from Frequent Correspondents
      Categorize Messages From Coworkers
      File Junk
      Default Rule: I Don't Know You
      Keep Incoming and Outgoing Messages Together
      Summary
    Chapter 4: Move Through Your Messages Quickly
      Scroll through a Message
        Scroll with the Mouse
        Scroll with the Keyboard
      How to Move To the Next Message Quickly
        Mouse Shortcuts for Moving to the Next Message
        Keyboard Shortcuts for Moving to the Next Message
      Separate "To-do" from "Done"
        Mark Done with the Delete Key
        Mark To-do with Flags
        Mark Done/To-do by Moving Messages to Another Folder
      More Keyboard Shortcuts
      Summary
    Chapter 5: Reduce the Number of Incoming Messages
      Reduce the Number of Junk Email Messages
      Reduce the Number of Distribution List Messages
        Exchange Lists vs. Internet Distribution Lists
        Internet Distribution List Administration
        Get Help from the List Server
        When to Unsubscribe
        How to Unsubscribe
        How Not to Unsubscribe
        Switch to Internet Distribution List Digests
        Switch to Announcement-Only Internet Distribution Lists
        Switch to Moderated Internet Distribution Lists
      Reduce the Number of Messages from Acquaintances
        Write to Discourage Responses
        Discourage Third-Party Responses
        Send Fewer Messages
        Educate Your Correspondents
      Summary
    Chapter 6: Spend Less Time on Responses
      Don't Respond
        Don't Say Thank You or YouŐre Welcome
        Don't Respond to Junk Email
        Don't Answer Messages From Strangers
        Don't Respond to Distribution List Loops
      Look at How You were Addressed
        Read All Messages on a Topic Before Responding to Any
        Use Pre-written Responses
        How to Create Signatures
        Give Directions
        Respond to Vague Questions
        "I'm Busy"
        Respond to Mass Mailing
      Use Auto-Responders
        Out of Office Messages
        Dangers of Non-OOO Auto-Responses
      Summary
    Chapter 7: Reduce Ambiguity
      Provide Adequate Context
        Quote the Previous Messages
        Make References Concrete
        Repeat Subject in the Body
        Ask Detailed Questions
        Say What Action You Want
      "Vocal" Techniques for Reducing Ambiguity
        Use "Intonational" Grouping
        Use Emphasis
      Summary
    Chapter 8: Convey Emotional Tone
      Use Stand-ins for Gestures and Facial Expression
      Express Uncertainty
        Punctuation
        Short Utterances
      Express Urgency
      In Defense of Non-Standard Writing
      If You Think Someone Insulted You
      Summary
    Chapter 9: Make Messages Legible
      How to Determine Your Correspondent's Email Program
      Use Styled Text Infrequently
        Use Default Font
        Whitespace
      Make Web Sites Easy to Get to
        Punctuation
        Cut and Paste
        Long URLs
      Send Attachments Infrequently
      Word Wrapping
        How to Change Line Wrapping
      "From " at the Beginning of a Line
      Summary
    Chapter 10: Get and Keep Attention
      Get Attention
        Get Attention with Subject Headers
        Signal Importance with Addressing Method
        Use Your CorrespondentŐs Name
        Identify Yourself to Strangers
        Use Priority Levels
      Keep Attention
        Make the Message Easy To Read
        Make Your Points Easy To Find and Respond To
        Raise Your Perceived Status
        Show Status Explicitly
      Summary
    Chapter 11: Improve Your Company's Email Effectiveness
      Improve Resources
        Web-based Distribution List Interface
        Security
        Eliminate Duplicates
        Develop a Good Web Site
        Develop Corporate- or Department-Wide Responses
        Good Email Software
        Provide Alternatives to Distracting Messages
        Rules
        Confidential Material
        Messages from "The Company"
      Provide Training
        Subject Signal Words and Abbreviations
        Signatures
        Priority Levels
        Voice instead of Email
        Response speed
        Emoticons
        Writing Email Well
      Set Policy
        Personal Use
        Illegal Uses
        Privacy
        Attachments
        Circumventing Technology Channels
        Email vs. Telephone
      Summary
    Appendix A: Glossary

    Appendix B: Visual Basic Scripts

      Visual Basic Script Security
        Investigate the Author
        Examine the Code
        Dims and Sets?
      How to Install Visual Basic Macros
      Summary
    Index