Tag Archives: organize email

Manage Your Email Contacts with The EmailTray Address Book

Any user friendly and popular email client should be excellent in the following ways:

-          it should be easily set up;

-          it should defend from spam;

-          it should notify users about important messages;

-          its contact book should be convenient.

The EmailTray email client for Windows has its own smart algorithm to conquer spam and it’s great in notifying users only about the emails that are worth their attention. Now it’s time to talk about the EmailTray contact book that has some unique features:

1. You need to do nothing to have your contact book fill with contacts.

EmailTray will fill your contact book for you. All contacts, that you have correspondence with, are automatically added to the contact book. Also, the contacts from all added email accounts are imported; plus you can import contacts from your LinkedIn and Facebook account if you wish.

2. The EmailTray contact book adds a “human face” to your inbox.

EmailTray tries to find and add a sender’s photo to the sender’s cards in your contact book (using Facebook or LinkedIn profile pictures, for example), but if there is still no photo or you want to change it, you can easily do this while editing your contacts’ details. These photos will be shown in your Inbox when you receive email from any particular sender and this will help you notice important messages faster.

3. With EmailTray your contacts information is always in order.

When EmailTray finds duplicate contacts in your contact book, it will merge them automatically. In case there are several contacts, for example, with identical full name but different titles, EmailTray will draw your attention to them and merge them in one contact card if you claim this to be the same person. This feature helps you keep your contact book in a perfect order.

4. Your EmailTray and Gmail contact books are always synchronized.

When you set EmailTray to sync your list of contacts with your Google contacts (please note that currently this is a beta option), you will never need to worry whether your contacts book is up-to-date. EmailTray will create the same groups you have in your Google account. With your contacts being synchronized in this way, you may be sure that important contact information is always within reach.

The Fifth Element of Effective Email Management

email management
What is effective email management? It’s having your emails organized, responding to them in a neat and timely manner, never losing important emails and having no stress at work because of a cluttered Inbox (email overload). See below five elements which make the process of email management more effective and worry-free.

Element #1: Track all mail in one place

How many active email accounts do you run? Three, five, ten, or even more? Let’s give it a count.
First, you surely have at least one personal email address to communicate with your friends and relatives.
Second, you most probably use a corporate email address for your business. If you run several business projects you will be using several corporate email addresses, right?
Also, most of us have a couple of extra email addresses used for online subscriptions, one-time registrations, trials, etc. You do not expect any important messages from these email accounts but you still have to check them from time to time – to confirm online registrations, get your promotion codes and download links, etc.

It’s a wise thing to use an email client to manage multiple email accounts from one place, preferably offline as well as when your computer or mobile device is connected to the Internet. You will need to choose software that runs on your operation system and supports all email services and protocols that you deal with – including most popular Webmail providers (Yahoo! Mail, Gmail, Windows Live Hotmail, and AOL Mail), POP3 and IMAP. If you use the Windows OS or an Android smartphone, the EmailTray email client could be of great help here.

Element #2: Classify emails according to their priority

Before you start dealing with your emails, it is important to classify messages according to their priority – to be able to attend to them in a priority order. Thus, will need to separate the wheat from the chaff – so that you can focus on the most important emails first and reply to urgent messages quickly.

The process of email sorting traditionally includes three important steps:

  • Deleting spam messages from your Inbox
  • Sorting the rest of the emails by priority: urgent and most important first, less important to come next – including news, subscriptions, payment checks, etc.
  • Revising the contents of the Spam folder – just in case any good messages have been mistakenly trapped by spam filters.

You can do all this by hand, several times a day, taxing your brain and wasting your time. Or you could delegate spam detection and email sorting jobs to email productivity tools – to free up your brain and your hands and save valuable time. See Element # 5 in this list for more details on email productivity tools.

Element #3: Unsubscribe from what you no longer read

Unsubscribe from the newsletters and services you no longer need or read. Are you a parent of a grown-up kid? That probably means that you no longer need a subscription to your favorite kids clothing store where you used to shop several years ago… Reading too many newsletters on the same topic and coming across the same entries often? Stay subscribed to those that cover the events most efficiently, and say good-bye to those who copy-paste.

A bad habit of being subscribed to “everything I might possibly need in the future” eats up your time and productivity. Email overload has been recognized as a serious hindrance to getting things done in the corporate world and in modern personal lives. So find a day to run a detox hour with all of your email subscriptions and unsubscribe from those that clutter up your Inbox and add no value to your everyday life.

Element #4: Keep your answers short and neat

It is for the benefit of you and your email recipients to deal with emails as quickly as possible. So keep your answers short and value your time and the time of people you communicate with.

Tip: Use email signatures to save an extra minute on typing salutation and your name at the bottom of the email message. The good news is that most of the advanced email clients will give you a possibility to create different email signatures for each individual email account.

Element #5: Use email productivity tools

As mentioned above, if you value your time, make sure to use smart productivity tools to automate email management jobs. It is not enough to have all your email messages aggregated in one place. It’s important to have your emails organized.

For example, you could take advantage of the smart email filtering feature offered by the EmailTray email client. It will detect the emails which are important for you because of your email habits and give you the option of dealing with these messages first. EmailTray is also capable of rescuing important email messages mistakenly trapped by spam filters, so you can forget about the problem of missed emails!

A good email contact management system will sync across various devices (desktop, smartphone, notebook) and keep all your email contacts in one place.

It would also be cool to set up your mail client to alert you to the most important emails only, not to each and every email. Can your favorite email client do this for you? EmailTray can, so grab your copy of the EmailTray free email client now!

10 Best Features that Keep Me with EmailTray

email tray top priority folder

 

What should your perfect email client do? What functionality are you still looking for? I’ve tried to use webmail interfaces, checked different email clients, and chose EmailTray. Now I will tell you what features allow me to say that EmailTray is the perfect tool to manage emails.

1. Smart email sorting.

EmailTray helps me to keep my inbox in order.

EmailTray ranks all incoming mail using a proprietary email ranking algorithm, singles out important messages and then lists them under the Top Priority and Low Priority tabs.

With EmailTray you can stop looking through all your “incoming” trying to find the most important email – EmailTray does this for you. Like an attentive personal assistant, it places all the top priority emails into a special folder. If you like to have all your papers, desktop and email in order – this feature alone is enough to try EmailTray, but there are 9 more:

2. Rescuing good mails from spam.

EmailTray helps me not to lose an important email in the Spam folder.

You have certainly found important emails in the Spam folders of your Outlook and webmail now and then. EmailTray scans the spam folders of specified webmail and IMAP accounts and, using our special algorithm, moves good emails trapped by the spam filters to the Inbox.

3. Enhanced address book.

EmailTray helps me to manage my contacts and keep them up-to-date.

Manage your contacts in EmailTray and sync your contact list with your Google Contacts. Besides, the smart algorithm will help you to merge your contacts’ address cards, if there are several addresses for the same person.

4. Real people behind the emails.

EmailTray makes email conversation a real person-to-person communication.

EmailTray shows your contacts’ data from their social profiles on Facebook and LinkedIn. So when you receive an email from a new person, you can see a photo and some information.

5. Phishing and scam emails recognition.

EmailTray keeps an eye on my online security.

Attempts to acquire information such as usernames, passwords, and credit card details, masked as a trustworthy entity in email are unfortunately common these days.  EmailTray checks whether the sender is real and shows you the official icon if it is (for large or participating email senders that we work with). Now you can feel safe about your passwords and credit cards details.

emailtray antiphishing

6. Your email data locked with a password.

EmailTray keeps my private emails really private.

This option can help you feel safe about your email accounts if you use EmailTray on a computer that is used by several users. Set a password and only you will be able to use your EmailTray.

7. Customized signatures.

EmailTray chooses the corresponding signature automatically for each account you write from.

When I used other email clients, I always had to write “With best regards, Aliona” manually in the replies. With EmailTray you can have several signatures that will be automatically used in the first emails, replies or forwards for specific email accounts.

8. Instant message search.

EmailTray helps me find everything I need in a split second.

EmailTray offers a lightning-fast Instant Search feature which allows you to quickly find what you are looking for.  You just enter the first letters of the contact name, contents of the email subject or email message contents – and EmailTray shows you the results.  The difference between EmailTray and Microsoft Outlook is like day and night in this regard.

9. Syncing your email accounts between all your computers.

EmailTray keeps all my email accounts synchronized between all my computers.

Nowadays there hardly is a person who uses only one computing device. We are so Internet connected that email is checked several times per day from work, the restaurant you have lunch at or your home. EmailTray syncs all your email accounts between all your computing devices, so you may be sure that your inbox is always up-to-date. Yes, an EmailTray for Android app is available that works in sync with the desktop client.

10. Managing all emails from one place.

EmailTray manages all my webmail, POP3 and IMAP from one place.

Add all your email accounts to your EmailTray and it will help you to manage all of them at once, including those based on Webmail (Yahoo! Mail, Gmail, Windows Live Hotmail, AOL Mail), POP3 and IMAP.