Lets take a look at look at Email rules - a useful way you can get your computer to do some of the work.  Email jargon is based on the office and the old fashioned protocols of sending a Memorandum.  That's why we have an INBOX (and what should we do with post that comes into our office INTRAY?  Well there, should only be two actions - File It or Bin It!  If you really think about it, leaving emails in the INBOX is a bit like using your INTRAY as a filing cabinet and bin!  Besides your email program will not thank you that every time you open it it has to load up thousands of emails stored in your inbox.

I guess most of you know how to delete an email (i.e. highlight it and press the delete key on your keyboard) However did you know that your deleted emails may be stored in your Deleted Items folder - still taking up space on your computer?  You can set your program to automatically empty the Deleted Items on exiting.  If you are worried you might delete something accidentally and lose it forever, remember you just DON'T CLOSE YOUR EMAIL and then you can retrieve it out of the Deleted Items folder BEFORE YOU EXIT.  This is how to set up automatic emptying of your Deleted Items folder...

For users of Outlook Express (icon looks like this... ) do this...

1. In Outlook Express click on Tools / Options and then the Maintenance tab

2. Tick the box that says Empty Messages from the 'Deleted Items' folder on exit

3. Now click the OK button

Now when you close your email all your deleted items will be deleted forever.

Last month I showed you how to create folders for you to file away important emails that you wish to keep.  I also told you how to manually move emails into the folders. What if you get regular emails that you always want top move to the same folder? (e.g. from EBay or the Easykey Newsletters)  Did you know you can create rules that examines emails when they come into your INBOX and move them to the folders of your choice.

For users of Outlook Express do this...

1. In Outlook Express click on Tools / Message Rules / Mail...

2. Click the New button at the top right and you should get a box like this...

 

3. Notice the 4 steps (1. Conditions, 2. Actions, 3. Description, 4. Name of Rule)

As an example let's set a rule for the Easykey Ezine

- Start by ticking the first box in 1. (Conditions) that says Where the from line contains people

- Now click the blue link contains people in the 3.(Description) box a Select People box will pop up

- Type This e-mail address is being protected from spam bots, you need JavaScript enabled to view it in the top box and click the Add button, then click the OK button

- Now in the 2.(Actions) box tick the box that says Move it to the specified folder

- Next click on specified in the 3.(Description) box and click on the folder you want it to be moved to and click OK

- Finally name your rule e.g. Easykey Ezine and click the OK button.

You may be asked if you want to run the rule now on messages that are already in your inbox - I suggest you run it.