POP e-mail clients
lyris-2q07-deliverability-stats-by-country.jpg Mobile Email 27. Know your limitations. Mobile email is best for very dexterous people. It isn't always the most productive way to communicate for everyone. Reading emails via mobile is fine, but if you don't have the thumb dexterity to use the keypad to respond, save your thumb the pain and just handle your emails on a computer. 28. Use email sender. There are mobile applications out there that will convert your spoken word to text, which you can then use for mobile email responses. Because this technology is just starting to go mainstream, if you want it you are going to have to shop for phones specifically with voice-to-text capability. 29. Duplication of email, or lack thereof. If you plan to access email from both a mobile device and a computer, keep in mind that some email servers and client software download each email to the device you are using, and delete it from the server. This could be hazardous to your career, if you access with a mobile device, read it, and then delete it with the intent of responding from a computer later. So make sure that you know how your client handles the mobile/computer divide. 30. Productivity, Folders, and Filtering Email is only a useful technology if it remains an efficient means of communicating. The dual threats of spam and disorganization make email less efficient, so overcoming those deficiencies is the theme of this section. 33. Respond promptly. Don't leave email unread for more than two days. Look at it immediately and either respond to it immediately, or -- after reading it -- move it to a "must respond" folder. 34. Repond promptly, part 2. Acceptable email response time for personal emails is 24 hours. Acceptable professional response time varies by industry. Know your expected response time and check your email accordingly. 35. Respond promptly, part 3. If someone sends you an excessively long email and you do not have time to respond to the entire email, respond with a brief email acknowledging its receipt and your intent to reply in more detail. 36. I go to pieces. If you receive an email which must be responded to in its entirety but requires a substantial investment in time to respond to, respond to it in parts. Quote each original point that you are responding to, so it is clear what you are referring to. Make it clear that you are responding in parts, or else the recipient may wonder if you missed the latter part of their message. 37. Exercise discipline. Check your email at regular intervals. Whether its every 5 minutes or every 5 days, people need to be able to rely upon your response time, so come up with a schedule that works for you and stick with it. 38. Organize by Urgency. Email clients and web-mail applications like Hotmail and Gmail will allow you to sort your emails in the order with which you need to respond to them. Consider making 'Urgent', 'Must Respond', 'Personal', 'Information' and 'Misc' folders. Then move inbox messages accordingly. You can make this sorting process more automatic by applying filters to email addresses, so that your email sender will do the sorting for you. A - If the domain name has an A record corresponding to the sender's address, it will match. MX - If the domain name has an MX record resolving to the sender's address, it will match. PTR - If the sender reverse-resolves to a domain ending in the domain name, match. IP4 - If the sender is in a given IPv4 range, match. IP6 - If the sender is in a given IPv6 range, match. EXISTS - If the given domain resolves, match. For more information about SPF DNS configuration, have a look at the following article. SPF records distribution in DNS Consider using OpenOffice XML format. Open Office, a free open source alternative to Microsoft Office, uses XML (PDF, 571 pgs, 1.5 Mb) text files, so they are okay to send as well. (Text files cannot harbor viruses.) Open office lets you create word processor documents, spreadsheets, presentations (similar to MS Powerpoint), and drawings. It can read MS Office files, and can also output its XML files to the appropriate MS Office format. 60. Defer opening attachments. Don't rush to open an attachment just because it appears to have come from someone you know. If you receive an attachment that you are not expecting, don't open it. At least, first read the email and make sure that the attachment is most likely legitimate. If you're still not sure, call/ VoIP/ email/ or IM the sender to be sure. If the sender's computer has a virus, it may be attaching trojans to all outgoing emails from them. 61. Know what not to open. Opening spam can direct floods of it to your inbox, multiplying the time you're chained to email by an order of magnitude. Beacons embedded in spam - typically clear, one-pixel .GIFs sent from a machine controlled by the spammer - advertise that you opened the email... and thus your address is both valid and responsive. Let someone else do the work. Weeding out spam is unpleasant, time-consuming and not unlike tip-toeing through a minefield. It's several million times worse for ISPs, the more reputable of whom employ industrial-grade filters that prevent the bulk of it from hitting their customers' inboxes. Doing some legwork to determine which ISP filters the most before it hits you will ultimately save you hours of grief.SPF prevents spammers forging the domain names given in the "From"-addresses of an e-mail. If a spammer legitimately has an account in that domain, or he is the owner of the domain, they can still send e-mail. This is a real problem so that some experts expect a massive growth in the registration of one-way domains for spammers to go around SPF and other techniques. SPF in DNS 68. Use Gmail formatting sparingly. Google Mail uses a very rich format for text, even if you don't explicitly apply formatting. It's nice to look at, but if you are using Gmail and sending to someone who is not, do not use any additional formatting. 69. Visually track your Gmail conversations. Gmail has a nice little feature that makes it easier to track a conversation thread visually. Beside each entry in your inbox, there is a little "star" that when clicked on turns yellow. If you use your Gmail account for a variety of incoming sources, the star can help you find a thread easily. When you are done responding, you can turn off the star. Be exclusive. It's best to set up a separate email account for your mobile devices. If you plan to be away from a laptop or desktop for an extended period, you can redirect your regular email, with full filters on. Use this email account only for your mobile device. By having to separate accounts you can make sure to send all your subscriptions and other large regular emails to your main account. You can also sign up for new products with the computer account to make sure you won't get spammed, before you have those emails come to your mobile account. 31. Don't send email attachments to mobile devices. If you know that a colleague will be using their mobile device to check email for an extended period of time, avoid sending him or her attachments. Send a snippet of text instead, if possible, or a URL where they can download when they have access to a laptop or desktop.