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Organising and Managing Your Email

If not well organised and kept clean and tidy, your email inbox can quickly become cluttered to the extent that you can no longer normally manage your incoming emails. Important messages can get overlooked or “lost” which can have serious consequences for your personal or/and professional life. Therefore, it is of utmost importance to keep your email well organised and well managed.

Delete, Archive, Label

Organising and managing email is very similar to managing the regular mail. Some things are thrown away, while others are keepers. And these need to be organised in a way that you know exactly where to look for what. There is also a great deal of unwanted mail or spam but we will get to it later.

The easiest way to keep your email neat and tidy is to delete all messages you are 100% positive that you won’t need in the future and move the rest from the inbox into archives/folders and label them by year, categories (personal, business, etc.) or any other way that works for you best. That way, your inbox will always be “clean” and important emails will never be overlooked. But only under condition, that you clean your inbox on a regular basis.

Spam/Junk Email Not Only Creating Clutter

In addition to being annoying and creating clutter, spam or junk email is also a major security concern because it can contain malware or is trying to trick the receivers into revealing their personal details or/and passwords. For that reason junk email shouldn’t be opened in the first place. But instead of simply deleting it, mark it as spam so that your email service provider can send it directly to the Spam folder in the future. Also, remember that your bank, eBay and other legitimate companies - both online and offline based ones - never ask for any passwords. If you receive such an email from what seems to be a legitimate company, forward it to the company to confirm that the email is from them before revealing any personal information.

Email Security

Spam containing malware and email phishing scams are the biggest email security risk. However, cyber criminals don’t only operate online. So be very careful where and how you are accessing your email, especially if using public Wi-Fi networks or public computers (cybercafe, library, school). If you think that your security might have been compromised, change all passwords immediately.