Please send a copy to my e-mail. The simplest form of sending data by email using HTML and PHP. Other control options

All the elementary rules set out below relate primarily to business correspondence with your partners, colleagues, customers and performers. Using them in personal correspondence is a private matter for everyone. However, following these rules in personal correspondence will only create a good impression of you.

Ethics in business email

If you suddenly do not want to read further, limit yourself to at least the following basic rules:

When answering, use the “Reply All” button. This will cc the recipients of the initial email so that your reply doesn't get past them. I strongly recommend hiding the “Reply” button in the interface settings. If necessary, you can delete unwanted recipients manually.
Do not leave the Subject field blank. The people you correspond with may receive hundreds of emails a day, and they use this field to quickly assess the importance and content of the email.
Quote letters. Don't start a reply with a new email, click "Reply All" on the received email, and don't disable the quote when replying and forwarding feature in your email client settings.
With full citation(if your answer is to the entire letter) write the text of the answer at the BEGINNING of the letter, and not at the end, below.

SHALL WE CONTINUE?

Receiving letters

The letters received must be read. If you received a letter, it means that someone sent it for some reason (of course, spam is not considered here). If a person has letters marked as unread, and they are older than one day, he does not know how to work with mail. However, this can be forgiven if:
- the person died or unexpectedly fell ill;
- working with mail is not part of his job responsibilities (then he has no need for a service e-mail).
If you are not a manager, check your email at least 2 times a day: in the morning and in the afternoon. Not answering a production question from you can stall other people's work and delay the resolution of issues.
If you are a manager, your workday should start by launching an email client that stays on all day and automatically checks your email. Set up automatic mail delivery/receipt at least every 10 minutes (preferably 1-3 minutes).
You have received a letter. If you are very busy, immediately assess who it is from, the subject and skim it - this will help you quickly decide whether the letter requires an urgent response or can wait a bit.
If you can, please respond immediately. This is the easiest and most effective way to move things along and not collect mail.
If you understand that you cannot answer within 24 hours, it is better to immediately write “I will answer within a couple of days” or at least “I will answer a little later.”

Fields “To”, “Cc”, “Bcc”

Remember that there are To, CC, and BCC fields. Your further actions (and the actions of your correspondence partners) upon receiving the letter depend on them:
- “To” (“To”) - the letter and the information or questions contained in it are addressed directly to the recipient. If you send a question, you expect a response from the addressee specified in the “To” field. If you are the recipient, then you should be the one to respond.
- “CC” (“Copy”) - recipients appearing in copies receive a letter “for your information”, for information or are “invited to witness”. The recipient of the copies should not generally respond to the letter; Moreover, it is considered polite if, if there is such a need, you begin with the phrase “Sorry for interfering.”
- “BCC” (“Blind Copy”) is a field for “palace intrigues.” By indicating a recipient in this field, you “secretly” send this letter to him: the fact that the letter was sent to this person will not be known to the main recipient or those in the copies. It is also used for mass mailing so that your address book is not known to all recipients.
When answering, use the “Reply All” button. This will save a copy to the recipients of the initial email so your response will not pass them by.
DO NOT remove people added by your correspondent from copies of the letter. If you want to answer something personal so that other correspondents do not receive your answer, then delete everyone from the copies except the one who wrote the letter (yes, we never use the “Reply” button).
If there are more than two recipients in the “To” field in a letter received, this means that both of these correspondents or any of them must respond. Consider that BOTH should answer - if the letter is addressed to you and someone else, answer too (even if it is an answer like “This question is definitely not for me, let so-and-so answer”).
In turn, it is highly recommended NOT to include more than one addressee in the “To” field. To a letter sent to two, you will not receive an answer from either, since each will think that the other will answer. Not everyone read this article.
Forwarding private correspondence to a mailing list without the consent of the participants in the correspondence is unethical!

Subject field

Don't leave it blank.
The subject line of the letter should be brief, but reflecting the main content and topic of the letter. Titles like “Question”, “Hello!” or empty headings reveal that you are a beginner who lacks basic business writing skills.
When you respond to one of several emails with different subject lines, respond to the correct ones. Reply to the letter with the subject “Meeting on Tuesday, April 18” about the meeting and to the letter “Printing Materials” about printing materials. This involves quoting previous correspondence (see Letter Writing section below).
If you need to periodically send e-mails such as weekly reports, try to keep the header constant, or at least part of it should be constant, so that the recipient can set up automatic rules for sorting such mail.

The importance of writing

If the letter contains information about urgent changes, the text of the contract or other information that you need to pay attention to first, use the “high” importance, this will highlight the letter in the inbox.
Do not use “high” importance in vain - “noisy” people are annoying, be more modest.
For a personal letter to a business correspondent or a letter with a funny picture or link, mark the importance as “low.”

Writing letters (responses)

Start with a greeting, it's polite. "Hello, Gria!" indicates that you are too lazy to write the person’s name. Even just “Andrey!” or “Good afternoon!” quite polite and sufficient.
Speak the same language with the person. This applies not only to the Russian/English language, but also to the form of the text. If you receive a formal letter, an informal response to it will be disrespectful to the respondent and a demonstration of your own low culture. A formal response to an informal appeal is either a call to comply with regulations, or this is simply required by corporate rules.
Try to always respond to the last letter in the correspondence chain, and not to some intermediate one.
Ne ispolzuyte translit except for cases of sending letters from conditions in which it is difficult to type text differently (for example, from a mobile phone or from a computer without a Russian keyboard layout).
If your email client does not support the Russian language or spoils the encodings, then attach the text of the response as an attachment.
A business letter should be precise, concise and specific:
- Accuracy - be sure to include the exact details you are referring to (date and subject of another email, meeting date, meeting agenda item, file name, link to online document, etc.).
- Conciseness - some people present in three pages what could be written in three sentences. He who thinks clearly speaks clearly, and your correspondent sees this.
- Specificity - from the letter it should be clear exactly WHAT EXACTLY is required from the recipient, what actions they want from him.
Business correspondence is not a place for exercises in the epistolary genre and not a place for expressing emotions. For this purpose, there are forums, chats and other means of electronic interpersonal communication. A laconic business text is not dryness, but time saving and precision of thought.
If the letter contains several questions, topics or tasks, structure them and separate them into paragraphs with or without numbering. A continuous “stream of thought” is difficult to read, and it is easy to miss the main point of the letter. Moreover, some people tend to immediately throw a poorly structured letter into the trash bin (although this is probably extremism).
Keep in mind that the answer to a request or task is “Let’s do it!” incomplete “We’ll do it by such and such a date,” “in so many days,” “after such and such an event” are more definite and accurate answers.
If the letter is worded in such a way that it can be answered with a simple “ok”, then the answer will most likely be received much faster. For example, if there are several options for what to do, offer some default option.
The text must not contain errors. Ochepyatki are not scary, but if you write and spell a word incorrectly in every letter, it becomes noticeable very quickly, and your “C” with a minus in Russian becomes obvious (as well as speculative further conclusions about your general level of education and culture).
Try not to use html formatting of the letter. Unfortunately, this format for writing letters is the default in Outlook, but when using it, especially when quoting (replying and forwarding), a lot of questions arise.
If you received a letter in html format, DO NOT change it to plain text, this breaks the sender’s perception of information when receiving your response. The more important your correspondent is to you, the more important it is to maintain his adequate perception. You can handle highlighting your answers in html citations using color, or you can also use the “Reduce indentation” button on the html formatting panel (although there are capricious nuances there).
Quote the text of the original letter. What do you think this would mean? I don’t know either: To: AIST is a creative bird Subject: Re: Re: Re: Question Ok! Vasya
Never edit another person's text when quoting it! This is a kind of forgery of letters.
When quoting in full (if your response is to the entire letter), write the text of the response at the BEGINNING of the letter, not at the end.

If you are answering point by point using a quotation, separate the quotation with blank lines at the TOP and BOTTOM and use Capital Letters at the beginning of sentences. Try to find the answers here: > we suggest replacing the logo with the one included, > since this very colorful background did not find the logo in the attachment > correct the inscription - instead of “fish” you should write “slave”! > otherwise we will be misunderstood, the inscription has been corrected, sorry > and the last thing...

Today, almost every person has an email, or even several. However, quite often e-mail contains a large amount of important information. And losing it can be worse than taking and formatting your computer's hard drive. Therefore, taking care of creating backup copies, so-called backups, of your mail is no less important than backing up your documents. But her solution is not as trivial as copying files from one location to another. Even if you find the email program files that contain all your emails, it will be difficult for you to do anything with them. Try to answer yourself a few questions: “how will you restore letters?”, “how will you view one of the letters?”, “how are you going to look for the letter you need in the backup copy?” etc. There is no clear answer to almost all questions, or it will be so complicated that you will quickly give up on it.

The class of utilities discussed in this review will allow you not only to save your precious letters in a safe place, but also to perform simple operations with them, such as viewing, searching, etc.

Review of free programs for creating mail backups

MaiStore Home is a powerful mail backup tool

Allows you to create backup copies of all email messages from various applications and online services, and store them in one secure archive. The utility really knows how to work with huge sizes. This is easy to feel; just try to look for something, and you will see that the speed is simply amazing. It falls into the category of “set it up once and use it.” The utility has a fairly flexible interface for configuring recovery from a backup copy. So you can always quickly restore everything you need. Always remember that the utility does not create backup copies of account and contact settings, although you can always restore the latter from emails.

Can create backup copies:

Microsoft Outlook 2000, XP, 2003, 2007, 2010, 2013
Outlook Express, Windows Mail and Windows Live Mail
Microsoft Exchange Server 2003, 2007, 2010, 2013
Mozilla Thunderbird and SeaMonkey
POP3 and IMAP (including webmail services such as Gmail and Yahoo)

Microsoft Office 365 (Exchange Online)

.eml and other files

For products of this kind, MailStore is updated quite often. This gives you confidence that in a year you won’t have to look for a suitable utility again and set everything up again. The user interface is a bit angular in some areas. But, nevertheless, the utility is quite easy and simple to use. You can read emails directly from the backup, and it will be as easy as if you read them from email clients. You can even reply to messages directly from MailStore. We can say that this program is suitable for users of any level.

KLS Mail Backup is a simple and high-quality program for creating mail backups

This is a simple and high-quality utility designed to create email backups of many popular email clients. It also allows you to backup profiles of various Internet programs. The utility uses the well-known Zip format to compress and store electronic messages. So you can always access your messages directly. The processes for creating and restoring backups are presented with special setup wizards. Even the most inexperienced user can quickly figure out what's what and start using it. KLS Mail Backup is free for personal use only.

KLS Mail Backup cannot work with the POP and IMAP protocols. This means that you will not be able to backup your mail directly from the server.

Various products for creating backups...

MozBackup is a utility for creating backup copies of the following programs: MozSuite/SeaMonkey, Mozilla Firefox, Mozilla Thunderbird, Netscape, Flock, Sunbird, Spicebird, PostBox and Wyzo. It saves mail, bookmarks, address books, passwords, etc.

Comodo Backup is a general purpose backup utility that also allows you to create email backups. You are also offered 5 GB of online storage for free. Comodo operates from customers who use online storage on a commercial basis. It supports Thunderbird, Microsoft Outlook, Windows Live Mail and OutLook Express. It also allows you to create backup copies of files and folders.

MailBrowserBackup is a simple portable program that detects and suggests backing up Internet Explorer, Mozilla Firefox (profile), Flock, Windows Mail, Windows Contacts (Win 7), Windows Live Mail, Mozilla Thunderbird, Opera (browser and mail), Apple Safari , Google Chrome, SRWare Iron, FileZilla FTP client and Windows Live Messenger Plus.

In Windows 7, you will need to run the program as an administrator or the account associated with Windows Contacts, otherwise the utility will not be able to create a backup for it.

Microsoft provides a free backup program for Outlook that backs up your pst files. Works with Outlook 2002 and later.

Gmail Backup (site no longer available) is an open source solution that allows you to create backup copies of your emails using the IMAP protocol.

Quick selection guide (links to download free programs for creating mail backups)

MailStore Home

		Backup all emails from multiple apps and accounts. Quick search. Ease of working with backups. Backup via POP3 and IMAP protocols (including webmails such as Gmail and Yahoo! Mail). Very easy to use.
		Requires Microsoft .NET.
		-------------
		http://www.mailstore.com/en/mailstore-home-email-archiving.aspx
		5.5 MB 8.1 Free for private use only Windows 2000 / XP / Vista / 7 / 8

KLS Mail Backup

		Many popular email clients. A clear and simple tool for creating backups. Uses zip archives to store your mail, so you always have direct access to your emails.
		Does not support POP and IMAP protocols. This means that you cannot create backups directly from the mail server.

Mail.ru backup over the network is carried out using the "E-mail" plugin using the IMAP protocol. Handy Backup provides direct copying of Mail without using local clients or intermediate sites.

Principles of backing up Mail.ru using Handy Backup

The "E-mail" plugin provides access via the IMAP protocol to any remote mail server that supports this protocol, including the mail.ru mail service (backup Mail.ru). A backup copy of Mail ru mail is created automatically using this plugin.

How to backup Mail.ru mail using the E-mail plugin?

To make a Mail.ru mail backup an automated Handy Backup task, please use the following instructions:

Open Handy Backup. Call a new task using the Ctrl+N keys or the button.
In the Create Task Wizard, select data backup in Step 1.
Go to Step 2 and select the plugin from the list of data sources Email.

Double-click on the plugin, or click the add button - the plugin window will open.
In the dialog that opens, enter your account information for Mail.ru backup

Note: a complete set of standard settings for Mail.ru mail backup - server imap.mail.ru, port 993, connection type SSL/TLS, authorization “Plain’.

Click OK - the program will establish the connection. Return to the plugin window.
Mark the data for copying mail.

Note. You can backup Mail down to one message.

Once you have checked all the required information, click OK again and return to Step 2.
Continue creating your task. More details about the steps of the task can be found in the User Guide.

Download

Buy!

Version 8.1.1 dated December 16, 2019. 106 MB
Backup program Handy Backup. 1200 RUB for a license

The Standard solution contains the full range of functions for backing up mail.ru and storing copies of email messages on popular storage media.

Advantages of Mail.ru mail backup with Handy Backup

Wide range of data storage options

You can choose in Step 3 where you will save the backup Mail.ru mail. A wide range of storage is at your service, including local and removable drives, FTP servers, network drives and NAS devices, Yandex.Disk clouds, Google Drive, Dropbox, OneDrive, special storage HBDrive, etc.

Data protection and compression

Encrypt your messages with a 128-bit key using a modified BlowFish algorithm. Compress data into a single file or individually into a ZIP archive. Or leave the data unchanged to view and modify mail backups without restoring.

Variety of Mail backup options

Choose from incremental, differential or mixed mail backups to save time and network traffic. Store several versions of mail.ru backup, equipped with timestamps if necessary. Get rid of outdated backups.

Calling other programs before or after a task

Take the opportunity to run other tasks, for example, an email client with the POP3 protocol or a garbage collector, before or after completing the Mail.ru mail backup task. Automate Mail Copy as part of your workflow!

Automatic launch and repetition of tasks

Run a Mail backup at a specific time, and repeat it at set intervals from months to minutes inclusive. Link the launch of a task to a system event or connecting a USB drive. Use autorun for missed tasks.

Other control options

Run Handy Backup as a Windows service or as a command line program to avoid user distraction. Send notifications by email about the work done. Use reports and logs to monitor work. Run tasks manually from the main panel.

Mail.ru mail backup with Handy Backup is a fully automated, highly efficient method of saving your messages. Try it now by downloading a free 30-day trial!

What is email? In the modern business world this is:

Your face. It is with the help of email that you can create a positive image in the eyes of the counterparty or spoil the first impression.
Your working tool. A lot of communication with the outside world takes place via email. Therefore, if you are proficient in this instrument, you can make your life a lot easier.
A powerful distraction. The outside world is trying to get at you, distract you and lead you astray through email.

From this perspective, let’s look at working with email. Let's start with something simple.

Formatting a letter

I use the Mozilla Thunderbird email client, so I will use it as an example. Let's create a new letter and go from top to bottom through the list of fields.

To whom. Copy. Bcc

Some may not know, but "To" in Mozilla can be changed to "Cc" or "Bcc".

To whom: we write the main recipient or several recipients separated by a semicolon.
Copy: we write to someone who should read the letter, but from whom we do not expect a reaction.
Bcc: we are writing to someone who should read the letter, but should remain unknown to the other recipients of the letter. It is especially appropriate to use for mass mailing of business letters, such as notifications.

Wrong in mass mailings, indicate recipients using the “Copy” or “To” fields. Several times a year I receive letters that list 50–90 recipients in the “Cc” field. There is a violation of privacy. Not all of your recipients need to know who else you are working with on a similar topic. It’s good if these are people who know each other. What if there are competing companies on the list that don’t know about each other? At a minimum, you need to be prepared for unnecessary explanations, and at maximum, to terminate cooperation with one of them. Don't do that.

Subject of the letter

Professional mailing services often write (sometimes sensibly) about the importance of the email subject line on their corporate blogs. But most often we are talking about sales letters, where the subject of the letter solves the problem “the email should be opened.”

We are discussing daily business correspondence. Here the theme solves the problem “the letter and its author should be easily identified and then found.” Moreover, your diligence will return to you in the form of karma of numerous response letters, only with prefixes Re: or FWD, among which you will have to look for the desired letter on the topic.

Twenty letters is the volume of one-day correspondence for a middle manager. I’m not talking about entrepreneurs and business owners at all; their number of letters sometimes goes off scale at 200 or more per day. Therefore once again: do not send emails with an empty subject.

So, how to formulate the subject line of an email correctly?

Mistake #1 : Only the company name in the subject. For example, “Sky” and that’s it. Firstly, you are probably not the only one from your company communicating with this counterparty. Secondly, such a topic does not bring any meaning, because the name of your company is already visible from the address. Thirdly, guess what your own mailbox will look like with this approach to correspondence? Something like this.

Is it convenient to search on such topics?

Mistake #2 : flashy, selling headline. It's great if you know how to write such headlines. But is it appropriate to use these skills in business correspondence? Remember the purpose of a business email subject line: not to sell, but to provide identification and search.

Letter text

There are many writing guides for different occasions. For example, Maxim Ilyakhov, Alexander Amzin and other masters of words have a lot of useful information. I advise you to read their articles, at least to improve general literacy and improve the overall style of written speech.

In the process of writing a letter, we must make several decisions sequentially.

A matter of politeness . At the beginning of the letter, you can blur into pleasantries or even tenderness in the spirit of “My dear Rodya, it’s been more than two months since I talked to you in writing, from which I myself suffered and even didn’t sleep some nights, thinking.” Very polite and very costly, both in terms of time to write such an introduction, and in terms of the interlocutor’s time to read it. Correspondence is business, remember? Not an essay in the epistolary genre for a competition or a letter to Raskolnikov’s mother, but business correspondence.

We respect our time and the recipient's!

It only makes sense to introduce yourself and recall the circumstances of your acquaintance in the first letter sent after a fleeting meeting at an exhibition. If this is a continuation of cooperation or ongoing correspondence, in the first letter of the day we write: “Hello, Ivan”, in the second and subsequent ones: “Ivan, ...”.

Appeal . I have always been concerned about the question of who to address in a letter if there are several recipients. Recently I wrote a letter addressed to three girls named Anna. Without any doubt, I wrote “Hello, Anna” and didn’t worry. But such luck is not always the case.

What if there are three or even seven recipients and they do not have the same name? You can list them by name: “Good afternoon, Rodion, Pulcheria, Avdotya and Pyotr Petrovich.” But it's long and takes time. You can write: “Hello, colleagues!”

For myself, I use the rule of addressing by name the person in the “To” field. And don’t contact those in the copy at all. This rule also allows you to more accurately determine (one!) the addressee of the letter and the purpose of this letter.

Citation . Often correspondence is a chain of letters with questions and answers - in a word, a dialogue. It is considered good form not to delete the correspondence history and to write your response at the top of the quoted text, so that when you return to this correspondence a week later, you can easily read the dialogue from top to bottom, descending by date.

For some reason, the default setting in Mozilla is “Place cursor after quoted text.” I recommend changing it in the “Tools” → “Account Options” → “Composing and Addressing” menu. It should be like this.

Purpose of the letter . There are two types of business letters:

when we simply inform the interlocutor (for example, a report on the work done for the month);
and when we want something from the interlocutor. For example, so that he approves the attached invoice for payment.

As a rule, there are many times more encouraging letters than reporting letters. If we want to achieve something from the interlocutor, it is very important to say this in a letter in plain text. The call to action should be accompanied by a name and be the last sentence in the letter.

Wrong : “Porfiry Petrovich, I know who hacked the old woman to death.”

Right : “Porfiry Petrovich, it was I who hacked the old woman to death, please take measures to arrest me, I’m tired of suffering!”

Why should the correspondent think for you what to do with this letter? After all, he may make the wrong decision.

Signature in the text . She must be. Moreover, all email clients allow you to configure automatic signature substitution, for example the classic “Sincerely, …”. In Mozilla, this is done in the “Tools” → “Account Options” menu.

Whether or not to write contacts in the signature is a personal matter for everyone. But if you are in any way connected with sales, be sure to write. Even if the deal does not take place as a result of communication, in the future you will be easily found using the contacts from the signature.

Finally, one more feature of the letter body for those interlocutors who don’t like (can’t, don’t want, don’t have time) to answer your letters. Please indicate the default in the body of the letter. For example, “Porfiry Petrovich, if you don’t come to arrest me before 12:00 Friday, then I consider myself amnestied.” Of course, the deadline must be real (you shouldn’t send the text from the example on Friday at 11:50). The recipient must be physically able to read and act on your letter. Such “silence” relieves you of responsibility for the interlocutor’s failure to respond. As always, you need to approach the use of this feature wisely. If a person responds to your letters on time and regularly, such an ultimatum may, if not offend him, then stress him out a little or lead to a decision not to answer the letter right now, but to force you to wait until Friday.

Attachments

Letters often come with attachments: resumes, commercial proposals, estimates, schedules, scans of documents - a very convenient tool and at the same time a source of popular errors.

Error : huge investment size. I often receive emails with attachments up to 20 MB in size. As a rule, these are scans of some documents in TIFF format, with a resolution of 600dpi. The correspondent's email program will almost certainly freeze for several minutes in a futile attempt to load a preview of the attachment. And God forbid the recipient tries to read this letter on a smartphone...

Personally, I immediately delete such letters. Don't want your email to end up in the trash before it's read? Check the size of the investment. It is recommended that it be no more than 3 MB.

What to do if it exceeds?

Try reconfiguring your scanner to a different format and resolution. For example, PDF and 300dpi produce quite readable scans.
Think about programs such as WinRar or 7zip archiver. Some files compress perfectly.
What to do if the attachment is huge and you can’t compress it? For example, an almost empty accounting database weighs 900 MB. Cloud information storages will come to the rescue: Dropbox, Google Drive and the like. Some services, such as Mail.ru, automatically convert huge attachments into links to cloud storage. But I prefer to manage my information stored in the cloud myself, so I don’t welcome automation from Mail.ru.

And one more not entirely obvious recommendation about investments - their Name . It must be understandable and acceptable to the recipient. Once we in the company were preparing a commercial proposal in the name of... let it be Fyodor Mikhailovich Dostoevsky. I received a letter from the manager with a draft CP for approval, and the attachment included a file named “ForFedi.docx”. The manager who sent me this had a dialogue that went something like this:

Dear manager, are you personally ready to approach this respected man and call him Fedya to his face?

Somehow, no, he’s a respected man, everyone calls him by his first name and patronymic.

Why did you name the investment “For Fedi”? If I send it to him right now, do you think he will buy axes from us using this CP?

I was going to rename it later...

Why prepare a time bomb - the refusal of a potential client - or create extra work for yourself by renaming the file? Why not immediately name the attachment correctly: “For Fyodor Mikhailovich.docx” or even better - “KP_Sky_Axes.docx”.

So, we have more or less sorted out email as a “person”. Let's move on to looking at email as a tool for effective work and talk about its distraction component.

Working with letters

Email is a powerful distraction. As with any distraction, email needs to be dealt with by tightening rules and introducing work schedules.

At a minimum, you need to turn off ALL notifications about mail arrivals. If the email client is configured by default, you will be notified with a sound signal, an icon next to the clock will blink, and a preview of the letter will be shown. In a word, they will do everything to first tear you away from painstaking work, and then plunge you into the abyss of unread letters and unviewed mailings - minus an hour or two from your life.

Some people have powerful willpower that allows them not to be distracted by notifications, but ordinary people are better off not tempting fate and turning them off. In Mozilla Thunderbird, this is done through the menu "Tools" → "Settings" → "General" → "When new messages appear."

If there are no notifications, how can you understand that a letter has arrived?

Very simple. You yourself, consciously, set aside time to sort through your mail, open your email client and see all the unread messages. This can be done twice a day, for example, at lunch and in the evening, or during forced downtime, for example, in traffic jams.

People often ask, what about response times and urgent letters? I answer: you do not have urgent letters in your mail. Unless you work in the customer support department (this department has its own rules for working with mail).

If there are urgent letters, the sender will notify you about this through other channels - telephone, SMS, Skype. Then you will consciously go into your email client and process urgent mail. All time management gurus (for example, Gleb Arkhangelsky with his “Time Drive”) declare a standard response to email within 24 hours. This is a normal rule of good manners - not to expect instant replies via email from your interlocutor. If there is an urgent letter, notify about it through faster communication channels.

So, we have disabled notifications and now turn on the email client according to our schedule.

What to do when we go to the mail and engage in an activity called “sorting out email”? Where is the beginning and end of this work?

I've heard a lot about the zero inbox system, but, unfortunately, I haven't met a single person using it. I had to reinvent my wheel. There are articles on this topic on Lifehacker. For example, " ". Below I will talk about the zero inbox system in my interpretation. I would be grateful if GTD gurus would comment and add or improve the described system.

It is important to understand and accept that email is not a task scheduler or archive for your activities. Therefore, the Inbox folder should always be empty. Once you start sorting through your inbox, don't stop or be distracted by anything until you've emptied this folder.

What to do with emails in your inbox? You need to go through each letter sequentially and delete it. Yes, just highlight and press Delete on your keyboard. If you can’t bring yourself to delete the letter, you’ll have to decide what to do with it.

Can you answer it in three minutes? Do I need to answer it? Yes, it is necessary, and the answer will take no more than three minutes, then answer immediately.
You must answer, but preparing an answer will take more than three minutes. If you use a task scheduler that allows you to convert an email into a task, turn the email into a task and forget about it for a while. For example, I use the absolutely wonderful service Doit.im. It allows you to generate a personal email address: you forward the letter to it, and it turns into a task. But if you don’t have a task scheduler, move the letter to the “0_Run” subfolder.
After quickly replying to a letter, turning it into a task, or simply reading it, you need to decide what to do with this message next: delete it or send it to one of the folders for long-term storage.

Here are the long-term storage folders I have.

0_Execute. I don’t have such a folder, but if you don’t have a planner, I repeat, you can put letters that require detailed work here. This folder also needs to be cleaned regularly, but with a thoughtful approach at a time specially allocated for this.
1_Ref. Here I put letters with background information: welcome letters with logins from various web services, tickets for upcoming flights, and so on.
2_Projects. An archive of correspondence on partners and projects with which there are current relationships is stored here. Naturally, a separate folder has been created for each project or partner. In the partner’s folder I put letters not only from his employees, but also letters from Neba employees related to this partner. Very convenient: if necessary, all correspondence on the project is at hand in a couple of clicks.
3_Museum. This is where I put those letters that it would be a pity to delete, and the benefit of them is not obvious. Also, folders with closed projects from “2_Projects” migrate here. In short, the “Museum” stores the first candidates for removal.
4_Documents. Here are letters with electronic samples of documents that may be useful in the future for accounting, for example, reconciliation reports from clients, tickets for trips taken. The folder has many similarities with the “2_Projects” and “1_Reference” folders, only accounting information is stored in it, and management information is stored in the “2_Projects” folder. In “4_Documents” there is dead information, and in “2_Projects” there is live information.
5_Knowledge. Here I put only really useful newsletters that I want to return to after a while for inspiration or to find solutions.

There are other email client settings that are important for the operation of this system. First, by default in Thunderbird there is a “Mark messages as read” checkbox. I prefer to do this consciously, so down with the flag! To do this, go to the menu “Tools” → “Settings” → “Advanced” → “Reading and Display”.

Secondly, we use filters . Previously, I actively used filters that automatically forwarded letters to the appropriate folders based on the sender's address. For example, letters from a lawyer were moved to the “Lawyer” folder. I abandoned this approach for several reasons. First: letters from a lawyer in 99% of cases relate to some project or partner, which means they must be moved to the folder of this partner or project. Second: I decided to add awareness. You yourself must decide where a specific letter should be stored, and it is more convenient to look for unprocessed messages in only one place - in the inbox. Now I use filters only for organizing automatic regular letters from various systems into folders, that is, letters that do not require me to make decisions. Filters in Mozilla Thunderbird are configured in the menu “Tools” → “Message Filters”.

So, with the right approach, email should take from 10 to 60 minutes a day, depending on the volume of correspondence.

Yes, and one more thing. Have you already turned off notifications about the arrival of new letters? ;)

How to send a document by email for dummies, three easy ways.

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With the development of the World Wide Web, more ways to communicate between people at a distance have appeared. Now you can not only call someone without leaving your home, but also send an email.

At the same time, using e-mail, you can send letters with attachments in the form of various text documents, presentations, photographs, videos, and more. Of course, the whole process of sending an email with an attachment is quite simple.

However, it is sometimes difficult for novice users to cope with this task without outside help. This article will take a closer look at sending emails with attachments.

How to send a document by email

Despite the many different services that provide the ability to send letters electronically via the Internet (Yandex.Mail, Gmail, Mail.ru, Yahoo, Rambler and others), they all work according to the same algorithm.

Only attaching a file on such services may vary slightly. But in general, to send an email with an attachment, you can follow the following procedure:

First, you need to log into your account on the service and click on “Write” or another button provided by the mail service for writing a letter electronically.
Then indicate in the “To” line the email address of the recipient.
If necessary, you can specify the subject of your letter in the “Subject” field.
Next, in addition to plain text, if you need to send a document or other file from your computer, you need to find the tool that is responsible for this on the service you use and click on it. For example, if you use Yandex.Mail, Gmail or Yahoo for these purposes, then you need to click on the icon in the form of a paper clip, and on Mail.ru and Rambler there is an “Attach file” button.
After you find the document you want to send, click on it with the mouse to select it and click on the “Open” button.
After uploading the files to the mail service, check that the letter is formatted correctly (to whom you are sending it and what exactly). If there are more documents than you need or you have chosen the wrong thing, then, as a rule, a trash icon appears next to it on the right side, clicking on which deletes the unnecessary file. To add a document, again click either on the paperclip or on “Attach file”.
To send an email to the recipient, click on the “Send” button.

It is also worth noting that when using the mobile version of mailboxes, the algorithm of actions is similar to the extended one. That is, if you are on the road and the required document is on your phone or tablet, then if you have a mobile application, it can also be sent by e-mail.

In this case, also fill out all the required fields, and then click on the paperclip or “Attach file”, thus adding the document and sending. As you can see, everything is quite simple and convenient.

Send link

If your document is stored on cloud services such as Google Drive, Yandex Drive, and others, or you created the document in Google Doc, then you can send a link to the document.

To do this, open the document, click on access settings and copy the link, which can be sent in an email. If these are documents stored on Drive, then you can download them to your computer; if this is a document in Google Docs, then you can jointly edit it, make amendments, comments, and so on.

Word

If you use the Word program to create and edit documents, you can set up the email sending function once and then use it.

Instructions:

Pay attention to the top panel, namely the tab - mailings. A new icon should appear there, with the name you gave it.

Now, after creating or editing a document, click on this icon. You only need to indicate the recipient's email, and the document will be sent to the specified address.

How to send a document by email, summary

I showed you three ways to send a document by email, choose the one that is most convenient for you. Once you send a letter, you will understand that there is nothing complicated in this process.

The main thing to understand is that you do not send the paper document, it remains with you. You send an electronic copy of it, and the recipient will print it himself if necessary.

But to send the paper original of any document, you should use our regular mail and send the document by registered mail.

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