E-mail tricks for greater productivity

For most of us, attending to e-mail is not just an optional part of our daily routine. It’s a requirement — and sometimes not a pleasant one. That’s why it makes sense to work smarter and more efficiently with e-mail. Adopt some of the tricks below, and you’ll be well on your way.

Leave mail on server

Almost no one today retrieves their e-mail in just one way.

Smartphones, web-based mail, and traditional e-mail programs all can look for mail from the same source.

So how do you make sure you have the mail you need on your main mail program if you’ve already downloaded and read it on another device? Set up your primary mail program to download your mail, and set up the other mail retrieval devices to download the mail but leave a copy on the server. That way you can read your e-mail on your smartphone, for example, but still retrieve the same messages on your main computer later on. Look in your mail settings for an option to “leave a copy of messages on server.”

Synchronise mail

There will be times when you just have to synchronise you mail on two different computers. How you do that will depend in part on the type of e-mail you use. For web based e-mail like Gmail, synchronisation is generally not a problem.

For mail that you download into programs like Outlook or Thunderbird, however, synchronisation is a bit more difficult. For Outlook, programs like Outback Plus (http://ajsystems.com) and OsaSync (http://www.vaita.com) make the chore easier. For Thunderbird, the procedure is a bit more involved, but you can read about the options at Mozilla’s Synchronising Mail page (http://bit.ly/PaJ1C).

Use signatures creatively

Most people think of an e-mail signature as a bit of boilerplate text containing the sender’s name and contact information. But signatures can be much more. In fact, they can be used to compose an entire e-mail message.

Almost all e-mail programs allow you to define multiple “signatures” and to select the appropriate one as you’re composing a message. Think of defining signatures that contain most of the text needed for stock responses that you often provide to certain types of messages. Then just select the appropriate signature and fire off your responses.

Send e-mail later

Remember that you don’t have to send an e-mail message immediately after it’s been composed. Instead, with most e-mail programs, you can schedule the mail to be sent at a specific time. There are plenty of reasons for wanting to do so. You might want to queue up a message to be sent on someone’s birthday. You might have time to write a message now but not later, when it should be sent. Or you may wish to have a note delivered when you know someone will be in the office.

Typically, if your e-mail program will allow you to schedule messages, you will do so from the message composition window. In Outlook, for instance, you start an e-mail message, open the View menu, click Options, and then select the “Do not deliver before” check box, specifying a date and time. Just be sure your mail program remains running so that it can send your message when you want it to.

Use BCC

The “CC” (carbon copy) line gets a lot of use in e-mail messages.

But people tend to forget about the “BCC” (blind carbon copy) line.

That could be because it’s hidden by default in some e-mail programs.

In Outlook, for instance, you have to activate it from a message composition window by pulling down the View menu and selecting “Bcc field.” BCC allows you to designate e-mail recipients that no one else on your recipient list can see. For instance, if you don’t want anyone on your recipient list to be able to see the e-mail addresses of other recipients, put your own e-mail address in the To field and all of the other recipients in the BCC field. Ever get an e-mail addressed to “newsletter” and wonder how you ended up receiving it? It’s probably because your e-mail address was entered into the BCC box.

Send huge attachments

The common advice for sending large attachments by e-mail is this: don’t. That’s because some recipients will simply be unable to download the attachments because of size limitations imposed by the e-mail provider.

If you have to get a large file to someone by e-mail, however, there are options. First, try splitting the file into smaller parts.

You can do that by using a standard Zip program such as the open-source 7-Zip (http://www.7—zip.org). Your recipient can then assemble the parts using the same program. Or you could upload the large file to a free transfer service such as YouSendIt (https://www.yousendit.com), which will send your recipient a link that, when clicked, will download the file.