[Libs-Or] EMAIL - Quick Steps to Clean Out Your Inbox

Thu Nov 30 15:08:54 PST 2017

Doing the same while subbing in at Circulation. :)

On Thu, Nov 30, 2017 at 3:01 PM, Leah Griffith <
leah.griffith at newbergoregon.gov> wrote:

> Darci,
>
> This came at just the right time.  I'm sitting at the Reference Desk and
> between patrons, I'm unsubscribing to a ton of email that had just
> accumulated with your search technique.   Just thought you'd want to know
> you really helped me today!
>
> Leah
> **********************************
> Leah M. Griffith, Director
> Newberg Public Library
> 503 E. Hancock Street     Newberg, OR   97132
> P 503-537-1256
>
> ________________________________________
> From: Libs-Or <libs-or-bounces at listsmart.osl.state.or.us> on behalf of
> Darci Hanning <darci.hanning at state.or.us>
> Sent: Thursday, November 30, 2017 2:42:56 PM
> To: libs-or at listsmart.osl.state.or.us
> Subject: [Libs-Or] EMAIL - Quick Steps to Clean Out Your Inbox
>
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>
>
>  This Week's Tech-Talk: Email
>
> 1. VIDEO ... Quick Steps to Clean Out Your Inbox
> 2. ARTICLE ...  Quick Steps to Clean Out Your Inbox
> 3. COMMUNICATING ... Don't be a "black hole"
>
> NOTE: To view the VIDEO, click here<http://r20.rs6.net/tn.
> jsp?f=001a8JM6yoBygD6RU-wIkf4ZktNWcg-JiOpnGWcFB4y48KNWvSJHLTp_
> LfB9bCo-9iRwSEOhE9-0NzjgfwHosbxYAMTVBAybZBEQlLrg0
> uisymIyRobhcnpkFhOYlPpXHbKDZWXMGVTEwo7v4lBIszpOB0HVpN_
> 0bp9He2HP1fuOKBwyH6Bj8Mc3CTzRfISL8CBsUJwqZRd3nL33qrODkY1tw==&c=
> GdcEzTn8ffutl4GsSiI2o56ZqEt0RfaaZUx9mSB2m5OaLvSNRHZK0A==&ch=
> e5gNaZE51UVg-o8NUTJ8kEd2_RCCk1SV41IbUWnYqZH1bT1Ld5iFqw==>. Enter the User
> Name and Password!
>
>
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> EMAIL - Quick Steps to Clean Out Your Inbox
> Intermediate
>
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> [http://files.constantcontact.com/ee1208b4001/41a45626-54dd-
> 4e8b-bf79-4ebcea12fde1.png]
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>
> When I took a vacation last month I "unplugged" and didn't look at my
> email for an entire week. I dreaded the volume of messages that I would be
> bombarded with the first day back in my office.
>
> Some people are comfortable with hundreds of emails in their Inbox, but
> I'm one of those that feel overwhelmed if there's only as many as 25 or 30.
>
> How "full" do you let your Inbox get before you need to spend time
> whittling it down? 20, 50, 500 or 1000+ messages?
>
> Before you feel like your Inbox is taking control of you, start
> incorporating some of these strategies to rein in the email overload. Let's
> take a look at a few ways you can clean out your Inbox quickly by:
>
> 1.  Opting out of marketing emails that you don't read regularly (using a
> secret search tip).
> 2.  Deleting by "chunking" emails from the same sender.
> 3.  Getting rid of huge emails taking up needed space
>
> But first, just for fun, take a look at how big your Inbox is… so that you
> can see your "clean up" progress.
>
>
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>
> How Big Is Your Mailbox?
>
>
>
> Depending on what email platform you're using, this process varies. In
> this article we'll look at desktop Outlook and Gmail, as they are most
> widely used.
>
> NOTE: You may use a mobile device to view/send email, but for the purpose
> of mass clean up, it's more effective to do this on a desk or laptop
> computer.
>
> Outlook (2010, 2013 & 2016)
>
> To see the total size of your mailbox (and individual folders):
>
> ·     Go to File, then click on the Cleanup Tools button and select
> Mailbox Cleanup in the drop-down window.
> ·     In the first section, click on the View Mailbox Size button.
> ·     Make a note (or take a screenshot) of the Total size (including
> folders).
>
> TIP: for Outlook 2007 and previous, find this option under Tools, then
> Mailbox Cleanup.
>
>
>
> [Quick email clean up]
>
>
>
>
>
>
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>
> [Gmail space used]
>
>
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>
> Gmail (Free Level and Google Apps)
>
> Scroll down to the very bottom of your Inbox to see the percentage of
> space that you're using for all folders.
>
> Write down this amount for after you've done your big cleanup.
>
> Now let's get started deleting!
>
>
>
>
>
>
>
>
>
> Opt Out Of Marketing Emails That You Don’t Read Regularly
>
>
>
> We all do it -- give our email address to get an extra percentage off a
> sale, or to get access to some content we want. However, then the emails
> keep coming! These are unwanted messages, but they're not spam since we
> "opted in."
>
> The best way to get rid of these is to unsubscribe as soon as you decide
> you'll never read them.
>
> But if you have a whole bunch in your Inbox, you can find them quickly and
> opt-out using a search method based on the typical language used in
> marketing emails (usually in fine print at the very bottom of the email).
>
> In the search box at the top of your Inbox (this works in both Outlook and
> Gmail) copy and paste the following common key words/phrases for marketing
> emails:
>
> unsubscribe OR opt-out OR update your subscription OR manage your
> subscription
>
> TIP: By putting "OR" in the search results, you can refine your search for
> any one of these phrases at the same time.
>
>
>
> [opt out]
>
>
>
> The search results will bring up all emails with any of these terms. Now
> you can follow the opt-out link (again, typically at the bottom of the
> email) to discontinue receiving them. You may have several emails from the
> same provider -- you only need to opt-out once.
>
>
>
>
>
>
>
>
>
> Delete by "Chunking"
>
> We use the term "chunking" to refer to grouping all emails from one
> sender. Then you can delete a large group of email at one time.
>
> For example, you may have worked on a project with "Phil" last month, but
> now it is complete. Your Inbox may have many straggling emails from Phil
> that are no longer needed. You can get rid of them all at once.
>
>
>
>
>
> [Sort by From]
>
>
>
>
>
>
> To sort by Sender in Outlook:
>
> There are a few ways to find all emails form one sender in Outlook. You can
>
> ·     With your Inbox open, click on the "FROM" word in the toolbar. To
> highlight all of the email from one person, click on the first email, hold
> down the Shift key and then click on the last one. All will be highlighted,
> then you can Delete.
>
> ·     Or, use the Search box to key in a Sender's name or email address.
>
>
> Sort by Sender in Gmail:
>
> If you want to find and delete all email from a particular contact:
>
> ·     Start typing in the contact's name in the search box (Gmail will
> pre-populate choices for you).
>
> ·     When you've found an email from them, hover the mouse over their
> name to bring up a pop-up window, then click Emails. This will list all
> emails To and From that person.
>
>
>
> [Gmail - find email]
>
>
>
>
>
> [Delete All]
>
>
>
>
>
>
> ·     Instead of going down the line and checking the box next to each
> email to delete them individually, you can highlight all displayed emails
> by clicking the select box at the top and choosing All.
>
> ·     Now you can delete all emails for that contact at once.
>
> NOTE: If all is selected, and you find a few items you want to keep, just
> un-select those individual messages. Then delete.
>
>
>
>
>
>
>
>
> Get Rid of Giant Emails
>
> We often receive (and send) emails that have large files attached -- like
> a PowerPoint file or images. If you're short on storage space you can save
> the large attachments to your hard drive, and delete the email.
>
> To find these larger emails, search by email Size.
>
> In Outlook there are a few ways to find large files. The easiest is to
> click the Size button in the tool bar to sort by email total size.The
> largest emails will rise to the top of the list like cream on fresh milk.
> Now you can save the attachments and quickly delete the email.
>
>
>
> [sort by size]
>
>
>
> In Gmail, in the search bar at the top of your Inbox:
>
> ·     Click the down arrow.
> ·     At the bottom is an option to search by Size.
> ·     Fill in an amount (like 5 MB) and click the blue search button.
> ·     This will bring up not only received emails in your Inbox and
> folders (categories), but in your Sent and Deleted boxes also.
>
>
>
> [sort by size]
>
>
>
> Above all, create a process for handling email so your Inbox doesn't
> become overwhelming. Set aside time each day and follow the FAT principle
> -- File it, Act on it (then delete it), or Trash it. Be ruthless!
>
>
>
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> [http://files.constantcontact.com/ee1208b4001/f8f1ecc8-4884-
> 4c21-8ed0-cf647e6db944.png]
>
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>
>
>
>
> Communicating: Email
> Don't be a "black hole"
>
> How often do you get an email note from someone … you read it, move on …
> and never acknowledge the communication?
>
> It's great to be informed, isn't it? You appreciate being in the loop. So,
> if you want to stay there, and continue to get good info, it's nice to send
> a short acknowledgement.
>
> A simple “I got it!” will do. Or “Thanks”. Besides affirming the info has
> been received, it usually makes the sender feel good as well.
>
> You could even use this opportunity to endorse the idea, show appreciation
> or simply reinforce that you are an active member of the group.
>
>
>
>
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>
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> Cheers,
>
> Darci Hanning, MLIS
> Technology Development Consultant
> darci.hanning at state.or.us<mailto:darci.hanning at state.or.us> | 503-378-2527
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