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

Thu Nov 30 15:45:00 PST 2017

Just don't forget those pesky record retention laws when you are doing your
e-mail pruning!
Robin

*Robin Puccetti*

Community Services Director

Office 503-838-1811 | Fax 503-838-4486

www.ci.independence.or.us/library

www.ci.independence.or.us/museum

[image: IND_logo_Horiz_color-EmailSig]

DISCLOSURE NOTICE: This email is official business of the City of
Independence, and it is subject to Oregon Public Records Law.

On Thu, Nov 30, 2017 at 2:42 PM, Darci Hanning <darci.hanning at state.or.us>
wrote:

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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-9iRwSEOhE9-0NzjgfwHosbxYAMTVBAybZBEQlLrg0uisymIyRobhcnpkFhOYlPpXHbKDZWXMGVTEwo7v4lBIszpOB0HVpN_0bp9He2HP1fuOKBwyH6Bj8Mc3CTzRfISL8CBsUJwqZRd3nL33qrODkY1tw==&c=GdcEzTn8ffutl4GsSiI2o56ZqEt0RfaaZUx9mSB2m5OaLvSNRHZK0A==&ch=e5gNaZE51UVg-o8NUTJ8kEd2_RCCk1SV41IbUWnYqZH1bT1Ld5iFqw==>*.
> Enter the User Name and Password!*
>
>
>
>
>
> *EMAIL - Quick Steps to Clean Out Your Inbox*
>
> *Intermediate*
>
>
>
> 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.
>
>
>
>
>
> *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.*
>
>
>
> [image: Quick email clean up]
>
>
>
>
>
> [image: Gmail space used]
>
>
>
> *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.
>
>
>
> [image: 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.
>
>
>
> [image: 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.
>
>
>
> [image: Gmail - find email]
>
>
>
> [image: 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.
>
>
>
> [image: 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.
>
>
>
> [image: 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
> -- *F*ile it, *A*ct on it (then delete it), or * T*rash it. Be ruthless!
>
>
>
>
>
> *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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> Cheers,
>
>
>
> *Darci Hanning, MLIS*
>
> Technology Development Consultant
>
> darci.hanning at state.or.us *|* 503-378-2527 <(503)%20378-2527> *|*
> www.oregon.gov/osl/ld
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