Mailboxes
& Folders
Many times
when visiting customers onsite, we notice that users have all
of their messages in one huge mail box or worse yet, don't save
any email. The same thing can be true for their contact list.
Imagine if your paper files were unorganized in this manner. No
one would ever be able to find anything.
All email
software provides the ability to create multiple mailboxes and
multiple folders within each mailbox. As most of our customers
use Eudora for their email client, this article will focus on
how to set-up new mailboxes and folders in Eudora.
Mailboxes
vs. Folder
To understand
the difference between a mailbox and folder
- Relate
a mailbox to a drawer in a file cabinet
- Relate
a folder to the manilla folders you put in a particular
drawer
- The
actual email messages are similar to the documents you stuff
in the folders
Method
Before
setting up new mailboxes some thought should be given to
the organization method. Usually thinking of how you would
lookup or find past email is the best way to tackle this problem.
To start with you may want to create mailboxes for customers,
vendors, personal and internal company mail.
Within
the customer's mailbox, you may want to create individual
mailboxes for the more frequent customers and a catchall mailbox
for less frequent customer mail.
When needed,
you can always add an individual customer mailbox at a later
time. The same is true for the other mailboxes.
Here
is a sample outline.
- Main
Mail Box (Standard mailbox - can't
change)
- In
(Standard mailbox - can't change)
- Out
(Standard mailbox - can't change)
- Trash
(Standard mailbox - can't change)
- Company
Email (mailbox)
- Jane
(mailbox)
- Closed
Topics (folder)
- Open
Topics (folder)
- Joes
(folder)
- Other
Employees (folder)
- Policies
(folder)
- To
Do (folder)
- Customers
(mailbox)
- Customer
A (mailbox)
- Closed
Folder (folder)
- Open
Folder (folder)
- Customer
B (folder)
- Other
Customers (folder)
- Personnel
(folder)
- Friends
(folder)
- Services
(folder)
- Vendors
(mailbox)
- Vendor
A (folder)
- Vendor
B (folder)
Note that
mailboxes are automatically listed alphabetically. You can
control the order by using a single letter or number as the
first letter of the mailbox or folder description to control
the order.
New Mailbox
or Folder
To
create a new mailbox or folder
- Right-hand
click on an existing mailbox where you want to create
a sub-mailbox or folder
- Click
on New
- Enter
a Description
- Don't
click on the "Make it a folder" box if you
want folders within this mail box
- Do
click on "Make it a folder" if there will be
no other folders within
Note:
You cannot store messages in a mailbox that is not checked
as Make it a folder.
Deleting/Renaming
If
you want to delete or rename
- Right-hand
click on the mailbox or folder you want to delete or
rename
- Click
on Delete OR
- Click
on Rename and edit the name
Transferring
Messages
To
place a message in a different folder
- Click
on the message
- Drag
your mouse over to the folder where you want to store
the message.
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Sorting
Messages
Normally in
the In box where new messages are received, you want messages
listed in date received order, from oldest to newest. But in other
folders you may want to sort the messages in a different manner.
You can right-click on any of the message columns (Who,
Date, Subject, Label) to change the sort order. The options
are ascending, descending or none. Sorting can be a useful tool
to help find an old message.
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Using
Labels
Eudora provides
the ability to assign a label to a message.
If you
don't see a Label column for your messages
To set-up
your preferences for labels
- Click
on Tools
- Click
on Options
- Scroll
till you find Labels
- Click
on Labels
- Enter
the descriptions
- Click
on the color buttons to change the color
- Click
OK
Now that
you have labels set-up, to assign a label to a message. . .
- For the
particular message, right-hand click on message
- Click
on Change Label
- Click
on the Label choice you want to assign
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Backup
One of the
easiest things to overlook is backing up your email and email
contact list. If you are like me, I save all of the important
email I receive or send. In addition, I have a large list of email
contacts that would be very difficult and time-consuming to re-create.
Most users
store their email and contact lists on their local workstation.
The problem with this is your workstation doesn't normally
get backed up. What happens if your disk drive fails? Bye,
bye email information! The contact list can probably be re-created,
but can you do without having the email history?
Backup
Methods
Two different
methods can be implemented to make sure email is backed up properly.
The simplest method is to store your email and contact lists
on your server instead of your local workstation drive. Your
server should be backing up to tape every day. This works fine
as long as you are not mobile.
If you normally
use a notebook for your in-office machine, you would not easily
be able to use your email when you are remotely using your notebook.
You would have to be connected to the server in order to use
email. In this situation, a utility can be created on your notebook
that would automatically copy your email and contact list to
your server on a daily basis.
If
you are not sure your email data is being backed up, contact
us to review your current status. Don't wait till something
breaks and you lose the information.
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Remote
Instance Message
If Eudora
is exited incorrectly, it can leave behind two lock files. When
this occurs, the next time you access Eudora you get a message
about a "Remote Instant" with options to Exit, Terminate
or Continue.
To
clear up this situation, there are two lock files that have
to be deleted.
- First
make sure all occurences of Eudora for the selected user are
closed.
- Next,
you have to determine or know where the data files for Eudora
are located. If you used the default settings when Eudora
was installed they will be located in:
C:\Program Files\Qualcomm\Eudora
- Locate
and delete the two files: OWNER.LOK and DoNoDel.tmp
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