Did you know that you can collect all of your various webmail, html, and POP3 email accounts into Outlook?\u00a0 As of the date of this writing, I have over 40 POP3 accounts and a hotmail and msn account feed into my permanent Outlook account, making it easy for me to save attachments in appropriate client folders on my hard drive, keep my external accounts clean, and facilitate archiving (which will be another important topic for a later post).<\/p>\n
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Outlook v. Outlook Express<\/em><\/strong><\/p>\n If you’re like me, you probably live in Outlook.\u00a0 I prefer even older versions of Outlook to Outlook Express, simply because Outlook Express does not have much of the important functionality of Outlook.\u00a0 Outlook Express makes a lot of simple tasks a whole lot harder than it oughta be and some tasks, such as rules, automatic archiving, and junk mail filters, virtually impossible.<\/p>\n Important Initial Considerations<\/em><\/strong><\/p>\n There are a couple of important considerations to address before rushing out to become uber-organized.<\/p>\n We’ll address the above considerations here:<\/p>\n Work PC’s and PC Ownership<\/em><\/p>\n Work machines that are owned by a business and not you, have\u00a0a couple of challenges.\u00a0 First, if your company has a policy of reviewing content on your work PC, then you may find your personal information contained in your personal emails\u00a0available to everyone with the appropriate security authorization.\u00a0 Second, if your employment terminates, then all messages and attachments stored on your work machine, both current and archived,\u00a0will be be available to your ex-employer.<\/p>\n However, some individuals have more than just the company email accounts that are used for work.\u00a0 For example, in addition to your work business account you have an additional hotmail or google free account that you use to sign up for continuing education, resource purchases, and any other area that would generate spam.\u00a0 These free accounts also allow you to access them after you change employment and still maintain business contacts and business networks after you move.\u00a0 It is important that you use these accounts responsibly.\u00a0 It is also important that you have access to these accounts away from your work site.\u00a0 You may want to attach this type of account to both your work and personal Outlook accounts.\u00a0 This makes it possible to sync you contacts and calendar both at home and at work.\u00a0 Note that Yahoo does not allow for Outlook syncing with their free accounts — only with their premium accounts.<\/p>\n On the other hand, if you own the PC you use for both work and personal, such as a laptop that is your main PC, then you’ve only to clear the remaining considerations.<\/p>\n Does the machine you want to use have sufficient hard disk space?<\/em><\/p>\n Because of the heavy business use for email these days, it’s not unreasonable for files\u00a0or attachments up to 12mb to be passed back and forth numerous times.\u00a0 Each time an email attachment is round-tripped (sent back and forth between email accounts) that attachment is saved within Outlook.\u00a0 You can see that your Outlook data file could become gigantic in a short amount of time (thus the need for archiving).<\/p>\n My current Outlook data file (*.pst), even taking into consideration that I auto archive monthly, is over 164mb.\u00a0 Each archive file is about 1\/2 a gigabyte and I have 4 archive files.\u00a0 That will definitely eat into an 80gb laptop hard drive!<\/p>\n Does your profession require separate types of email accounts, such as personal and professional?<\/em><\/p>\n Our government can serve as a valuable case study in how not to store and disseminate electronic information.\u00a0 During discovery there were so many mixed type email messages that it was difficult to distinguish which of our elected officials’ email messages were personal, personal business, or public.<\/p>\n A good rule of thumb would be if your company gets sued, are your business and personal emails organized in such a way that your description of your last date or drug abuse is not “discovered” and posted on MySpace or FaceBook during the course of litigation.\u00a0 While separating business from personal accounts is always the best practice, sometimes it’s not always possible.\u00a0 I’ll generate an additional blog on organizing emails at a later date.<\/p>\n Do you need to access all of your emails on the go?<\/em><\/p>\n There are quite a few great products out there that will allow you to access all of your email accounts via logging into a permanent home or work machine.\u00a0 If your company doesn’t have vpn, there are other great products out there that facilitate mobile workers.\u00a0 I’ll touch on a few later in a separate blog.\u00a0<\/p>\n If you have trouble understanding technology, and if you prefer to opt for simplicity, then funneling your accounts into 1 Outlook account may not be the solution for you.\u00a0 However, you can still save your POP accounts within Outlook and also leave messages on your server.\u00a0 Unfortunately, this creates double the work since you have to deal with the messages within Outlook as well as on your POP server.\u00a0 Some html accounts, such a MSN and Hotmail, allow for syncronizing accounts so that any you haven’t handled in Outlook are still available on the internet.\u00a0 This\u00a0can be\u00a0a good news, bad news scenario, however.\u00a0 If you’re like me, and follow a good electronic business process, then I file my emails and responses within the appropriate client or personal folders located with Outlook, which are stored on my hard drive, and thus not accessible from the internet hotmail or msn account.<\/p>\n This is the end of Part 1.\u00a0 Look for Part 2.<\/p><\/blockquote>\n","protected":false},"excerpt":{"rendered":" Did you know that you can collect all of your various webmail, html, and POP3 email accounts into Outlook?\u00a0 As of the date of this writing, I have over 40 POP3 accounts and a hotmail and msn account feed into my permanent Outlook account, making it easy for me to save attachments in appropriate client 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