As the demands of the workplace increase, people are relying on email as their primary means of communication. Emails can be sent quickly and from anywhere there is an internet connection.
They can be just a quick note, or they can have large reports attached. Emails are used for all sorts of reasons.
In light of all the emails that a person receives every day at work, an email management software program can help make one’s job much easier. An email filing software program allows users to organize their inboxes, locate emails and stay legally compliant.
Almost any email service allows users to organize their messages into various folders. Without this ability, an inbox is nearly impossible to manage. However, filing emails takes time. Even though a single click does not take long, it wastes time.
An email filing program will make work easier by filing emails automatically. It will take a few days, but a software program can recognize the patterns and create filters, so messages are filed in their appropriate location by the software.
For emails that are difficult, the software should suggest files, which makes manual filing quick on the rare occasions that it is necessary.
Back in the fall of 2006, Iron Port estimated that 86 billion spam emails were sent each day. Over the past five years, that number has mushroomed.
If there are seven billion people on the planet, then each person is receiving more than 10 spam messages a day. For most people, the number of spam emails they receive is much higher.
Wading through these messages takes time away from more important tasks.
The most important folder in an email filing system is the trash. Eventually, all of these spam messages must be sent here.
Rather than manually deleting each message individually, people can rely on an email filing software to automatically delete unnecessary messages.
These frustrating emails will be removed without the user even being aware.
Find Emails Quickly
Everyone has been in the situation where an email is needed quickly, but it cannot be located.
Whether the boss is asking for a report or during a meeting a message should be referenced, being unable to quickly find an email is time-consuming, frustrating and stressful.
Even with the best arrangement of folders, this is bound to happen eventually.
With an email filing system, people can quickly search through emails and find the specific one needed. The best programs allow users to specific their search criteria and create indexes of searches.
In future searches, the software will use these previously created indexes to locate emails faster.
One aspect of email that many employees fail to consider is the legal requirements to retain messages. Many businesses do not have adequate structures in place to protect their employees.
People must protect themselves, if their companies lack an email filing service.
An email filing program will catalogue every message that is sent and received in its appropriate place. It is unlikely that an old message will be needed in a court case.
However, if it is, then the email software can help find it quickly. This can save people hours of stressful searching through ancient messages.
An email filing program will make work much easier through its automated filing, search and cataloguing functions. Together, these reduce stress and save employees time at work.
People might be amazed at how email software can make their job more enjoyable and increase their productivity.
About The Author:
Wayne Steadham writes for Oasys Software, a software development company that specializes in Blackberry email filing and geotechnical analysis software.