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Posts Tagged: Thunderbird

Email Tips — 1 Comment
27
Jan 09

Sending email blindly (BCC) – Video Tip

Here is a tip to cut down on those hideous email headers and help take a huge bite out of email spam.

If you are planning on sending an email to more than a few people, use the BCC or “blind carbon copy” function. Instead of addressing them all in the “to” section of your email, use the BCC instead. This allows you to still send the email to all the people on your list, but the recipients will not see any of the people to whom the mail was addressed!

In the follow video, I demonstrate how to use the BCC in Outlook 2007, Windows Mail (Vista version of Outlook Express and same method as Outlook Express), Mozilla Thunderbird, Yahoo email, and Gmail.

Please, watch this video, learn the technique, use the technique, and forward this tip to all your friends using the BCC method!

Clean your inbox

stuffed inbox Email truly revolutionized communication. The ability to retrieve a message from anywhere in the world in a matter of seconds is mind boggling. However, judging by the size of your inboxes (a poll I posted recently showed that 60% of email users had more than 100 messages in their inbox), you could benefit from some tips on how to keep your inbox clean.

I used to keep as many as many as 50 or so email stacked up in my inbox, but I always felt that I was behind in my work and consequently much of the email went unread and unanswered. A little more than a year ago, it all changed after I read an article that struck a chord with me called Email Zen. I immediately started practicing the techniques and suggestions in the article and found myself with a cleaner inbox and a better overall outlook (no pun intended) about email and my email communication. I continue to strive for the empty inbox and find that if i get more than 10, I start to get a little jumpy.

From reading that article and my own experience over the past eighteen months, here are my suggestions for reaching harmony with email:

Employ a good spam filter. The best one available for Outlook, Outlook Express, or Thunderbird is Cloudmark Desktop, hands down. Don’t even bother telling me about another one…unless it is better than this one.
Use Gmail instead of Outlook or any other email system. The tools available in Gmail make handling email a breeze, and the built-in spam filter with Gmail is phenomenal negating step 1.
Learn to use filters to sort and manage your email.
Learn to use built-in search tools in your email program to extract information from saved email.
Unsubscribe from any online newsletters, forums, or email groups that you don’t actively read and never will. Remember NOT to unsubscribe from spam, that only brings more spam.
Ask your email buddies who forward messages and jokes to you that you would like to be removed from their list…again, if you don’t actively read them.
Respond to your incoming email as quickly as possible…preferably directly after you read it so that it is handled only one time.
If you have a phone that is capable of checking your email, use it while in the bathroom, standing in line for lunch, waiting for an appointment, etc. Responding to an email on your phone will make your response brief and to the point and save you that time later when you return to your computer.

Another good article for learning how to handle email in an efficient manner is Inbox Zero over at 43folders.com If you have some other techniques that you find work well for keeping email under control, leave a comment and share it! If you are one of the 60% plus who have 50 or more email in their inbox, give these techniques a try and let me know what you think.

Photo by PatrickO’Shaughnessey

Riding Shotgun with Rick — No Comments
16
Oct 08

My first year with Gmail

Mailbox I closed Outlook and started using Gmail exclusively one year ago. At first, I thought it would be a good experiment to see what Gmail was really all about, but I was also fed up with Outlook and its limitations. It took me two or three weeks to wean myself of thinking of my email in the same way that I used to with Outlook. For the experiment to work, Gmail had to satisfactorily accomplish 3 key functions of email that I handled pretty well with Outlook:

Spam filtering (I used Cloudmark Desktop with Outlook for years and am convinced that for Outlook/Outlook Express or Thunderbird users there is no equal).
Aggregate all of my email addresses (5) in one system.
Organize my email with categories (folders) and automated filtering for shifting email to their appropriate category/folder.

If Gmail could equal or exceed what I could do with Outlook, then I would consider it a success. Gmail’s spam filtering quickly impressed me. In fact, one year later, I can say confidently that Gmail’s spam filtering is superior to that of the Cloudmark system that kept me sane for years with Outlook. Feature #1, check!

I learned to use the Accounts feature in Gmail to successfully and seamlessly pull all my email addresses (and sort them) into my Gmail account. Beautiful; Feature #2, check!

Organizing my email, without the use of folders, proved to be the biggest learning curve. One year later, however, I am happy to report that the learning curve was worth it. Gmail’s Label system for organizing email becomes an astonishingly superior method of organizing email compared to folders once you get the hang of it. Combining the use of Gmail Labels and Gmail Filters makes organizing and managing email almost painless. Feature #3 check.

Since Gmail handled all my key elements of email use with aplomb, I stayed with Gmail and for the time being have no interest in changing. I’m always on the look out for a quicker, easier, and more intuitive to accomplish any technology task, but when it comes to email, every other service, in my opinion, has much to learn from Gmail. In addition to accomplishing all the things I need email to do, I find that the two other features that keep me tied to Gmail are the superior and quick searching ability and the fact that I have access to my email from any computer or phone in the world. Using Gmail made me start to enjoy email again and I know that I’m much more organized and responsive to my email than I was just one year ago.

To learn more about email, read my tip and watch my 3 how-to Gmail videos by clicking here. Do you have a Gmail story to share? If so, please post it below…good or bad.

Story photo by Tim Norris

Email Tips / Riding Shotgun with Rick — 1 Comment
18
Aug 08

Create a Permanent Email Address for Yourself

Are you tired of having to change your email address when your Internet provider goes out of business or gets gobbled up by another provider, or you move, or you just want to change Internet providers?

Informing everyone in your address book that you have changed email addresses doesn’t take a great deal of time, but it is annoying nonetheless. In today’s Shotgun article, I explain how you can create an address that is permanently yours regardless of who you use for an Internet provider.

Any time you type in a www address or visit a www address, you visit that company’s, organization’s or person’s domain. In Internet terms, a domain equates to an online trademark. As long as you pay for it, you retain the right to use its name. The main company for handling domain registrations is Network Solutions.

Network Solutions has a service where you can register a unique domain name and get a permanent email address for less than $2 per month. Here’s how:

Visit the Network Solutions web site
Click the email tab
Select how many email addresses you want and click Add to Cart
Fill in the form that asks you what domain name (the part of your email address after teh @ symbol) you would like to use (ex: myfamilyname.com)
Choose possible alternative extensions ( .tv, .us, .org, etc)
Click the Search button

Network Solutions will go to work searching to see if your chosen domain name is available. If it isn’t, it returns some alternate suggestions. If it is, just follow the rest of the on-screen instructions to pay for and start utilizing your new permanent, personalized address. Additional email addressing using the same domain can also be obtained.

Two other good email hosting and domain registrat sites are NameSecure.com and Register.com that may offer better rates than Network Solutions.

Registering a domain name also gives you the opportunity to start your own web site with the name you registered at any time in the future.One last benefit of having a permanent address is the ease of which you can use almost any email program made (Outlook Express, Outlook, Thunderbird, Eudora, etc) and have access to your email via a web mail account.

Email Tips / Riding Shotgun with Rick — 2 Comments
31
Mar 08

Gmail convertee

Three weeks ago, I switched from using Microsoft Outlook (which I had used since 1998) to Gmail.

What is Gmail?

Gmail is the fast, free web based email from search giant Google. Gmail offers free POP3 access (if you want to download your email into Outlook Express, Thunderbird, etc), 6.5 GB of storage (and the number continually grows), and the best web based spam filter I’ve seen so far.

Why did I switch?

I used Outlook because I could manage my contacts, calendar, email, to-do list, and memos in one program and then synchronize to my Palm Treo. After I purchaed and started to use Vista last year (solely to learn it and to be able to support it), my Treo and Outlook stopped talking to each other. Strike One. This was Outlook 2007 and some of the features I enjoyed (like being able to print just selected text and using just the basic Outlook email editor instead of the slower Word Editor) were dropped and features I knew how to work with in all prior versions were moved, renamed, and/or changed. Strike Two.

I started using Gmail as an experiment on both my desktop and my Palm Treo since Gmail lets you retrieve any other POP3 (standard email) accounts directly into Gmail. After a couple of weeks, I got the hang of Gmail’s Label system which replaces the traditional folder organization in Outlook and all other email systems. I found that I liked the ability to have ALL of my email available to me from ANY computer. My biggest hurdle in leaving Outlook behind was my Cloudmark Desktop anti-spam system. Cloudmark kept my eamil sanity by quietly and efficiently shielding my delicate eyes from the massive amounts of spam I receive every day. Well, after my two week Gmail trial and now my full three week marriage to Gmail, I can say that the Gmail spam filter is every bit as effective as Cloudmark’s. Strike Three!

What do I like about Gmail?

The always available email from any computer or Internet device (like my Treo) without concern for space.
Great spam filter.
Fast and simple interface.
Labels…after working with Gmail Labels, they make much more since than folders.
Fast searching of email.
Wonderful Rules system that makes creating email rules a snap.
Ability to retrieve external email addresses.

My transition to Gmail has been painless and liberating. If you are thinking of changing email addresses or adding a new one, definitely give Gmail serious consideration. Look for future how-to videos about using Gmail here at HelpMeRick.com.

General Computer Tips / Riding Shotgun with Rick — 3 Comments
21
Mar 08

AVG Antivirus 8.0 Upgrade Advice

The past few days calls and emails started filtering in about the new AVG 8.0 version folks have seen appear on their free versions of AVG Antivirus. The common query is, “Should I upgrade?”

No, home users of AVG Antvirus do not need to upgrade at all. The current free version of AVG will continue to be updated and as it has been for years. The new 8.0 version is the newest commercial product from AVG Technologies (they changed their name from Grisoft last week).

As much as we like AVG Antivirus and their anti-spyware product, we don’t like their full Internet Security package. Like all the other all-inclusive security packages from Norton, McAfee, Trend Micro, etc, the AVG Internet Security product packs in too much software that will decrease the performance of your system. If you like the Swiss Army approach, it is probably the best of these types of packages, but we prefer you select your security packages a la carte.

To review our security recommendations for Windows home users, we recommend:

AVG Antivirus Free Edition
Mozilla Firefox (or Opera) web browser (don’t use Internet Explorer)
Keep the Windows Firewall enabled
Use a router with high speed Internet connections
If you use Outlook, Thunderbird, or Outlook Express, there is nothing better than Cloudmark Desktop to fight email spam
IF you have teenagers (or immature adults) who use your system regularly, add SpyBot Search & Destroy and the AVG AntiSpyware product to the mix and update and scan at least weekly.

Links to all these products can be found on our Links & Resources page.

Riding Shotgun with Adam — 2 Comments
19
Mar 08

Where to buy a book manual for your computer

“Why didn’t my computer come with a manual?”

One of the most common complaints we hear is about how new computers don’t come with manuals. I am here to explain why this is the case.

The sad answer is that if the computer company came with a manual, it would weigh more than the computer.

“But my old computers used to come with manuals…,” Is the next comment.

Back in the old days of computers there weren’t many uses. You would use computers for word processing, finances, Internet and email. In each case there were only a handful of options.

Putting together a manual meant covering how to do email in AOL or Outlook Express. Word Processing was done in Word or WordPerfect. Finances were done with Quicken. Internet was AOL or Internet Explorer.

Today the options are endless. The method of attaching a file to email is different depending on whether you use AOL, Yahoo, Comcast, Yahoo, Juno, Outlook Express, Thunderbird, Gmail, etc. Just covering how to read an email could take up 10 pages of a book because the book would have to explain how too do it on each system.

In every case the book would be more confusing than having no book and you would pay a premium for it because of the size.

Add to that the fact that we now use computers for phone calls, digital photography, movie editing, calenders, games, and holographic teleportation. Covering all of these processes in depth would mean including a manual that covered Picasa, Word, WordPerfect, Photoshop Elements, every email system, Firefox, Opera, Internet Explorer 6 and 7, Skype, iTunes, Windows Media Player, MusicMatch, Google…

In other words, once you turn on your computer, you actually never use your computer. You use the software.

If you want to learn how to use the computer, you need to learn the program that you are using. If you want to learn Quicken, buy a book on Quicken. If you want to learn email, buy a book on your specific email system.

If you don’t want to buy a bunch of books, simply buy one book on Google and that will take you into the world of free answers on the Internet.

Oh, and make sure to always check HelpMeRick.com first and we will point you in the right direction.

Email Tips / Riding Shotgun with Rick — No Comments
3
Mar 08

Remember to take out the trash!

If you really like saving all of your email, you might seriously consider getting a Gmail account. With today’s emails sometimes weighing in at 5 megabytes and more, email programs (Outlook, Outlook Express, Thunderbird, etc) can get extremely sluggish. Sluggish performance eventually leads to corrupt data which means you lose all your email.

You can take steps to avoid this, however, by following a few simple email cleanup rules (or get Gmail).

Many computer users regularly empty their “recycle bins” to delete unwanted files, but I recently discovered that many email users don’t realize that email has a trash as well.
When you delete a message from your Inbox, it doesn’t disappear. The message moves to the email trash or deleted items folder. To permanently delete unwanted email, you need to Empty deleted items or trash folder by either RIGHT clicking the appropriate folder or using the Empty Deleted Items option found in either the File or Edit menus. Then your deleted emails are truly deleted.
Most email programs are setup to keep a copy of every email you have ever sent. If you have never peeked in your “sent” folder, you may be surprised! Remember to clean this folder out occasionally as well by highlighting the messages then pressing Delete on your keyboard…then empty the deleted items as well.
If you really don’t want to lose pictures or videos people send you vial email, you should save them to your My Documents folder then delete them for your email program (unless you use Gmail). Read my tip on how to do this by clicking here.
Lastly, most desktop email programs keep track of your email via database files you never see. Use the program’s Compact folder option (usually found in the File menu) at least once per month to keep these files running lean and mean.