Backup Your Gmail With MailStore Home

Here is a good Windows software option, called MailStore Home, that you can use to download and backup your Gmail. I can also see using this to archive a Gmail account that is getting full.

 

MailStore Home is a free email archiving and email backup software for personal use.

With MailStore Home you can backup all emails in a central archive, even if they are distributed across different computers, programs or mailboxes. You can do this either on your PC or on a USB drive as a “portable” option.

Source: MailStore Home – Free Email Archiving and Backup for Home Users

A TIP To Protect Privacy (When sending email to multiple recipients, use “Bcc”.)

The article reflected below I have posted several times since its’ original posting (back in 2010). What prompted me to dust this off and bring it back out of the archives is that today I received a local government generated email to advise recipients of other government agencies of an impending snowstorm.  What caught my attention was that as this email was sent to a very large body of people.  I was able to see every name and email address to folks I am guessing would not want their email address and name made that public. As this email get’s forwarded, more and more email addresses will be revealed. To protect the privacy of others, it is best practice to use “Bcc” when sending email to multiple recipients.

Bcc = Blind Carbon Copy

Did you know that if you use the Bcc field in your email client to address and send an email or want to send a copy of an email to multiple users, the recipients will not see whom you sent the email to?

Many know this trick; however, I still find that many do not. When using the Bcc field to send your emails, the people receiving the email will not know who the other recipients are. It is not a trick of hidden magic. It is that the addresses of the other recipients are simply not shared.

I often receive forwarded chain emails; usually consisting of jokes, humorous movies, prayer requests, etc… Occasionally I will find one these emails humorous or important enough that I will pass it on; HOWEVER, prior to doing this I perform some housecleaning steps.

I will remove any “FWD” text (usually in the subject line) and will remove any email addresses I find in the body of the email that reflects the email addresses of recipients who have already received the email. After performing these housecleaning steps, I will enter into the the Bcc field, in my email client, the recipient’s email addresses, from my address book, to send (or forward) the email. If the email client requires at least one entry in the “To” field, I simply enter my own email address.

The benefits of using the Bcc field is simply this. You are protecting the privacy of other people. Currently I have approximately (5)-five email accounts that I use for specific purposes, from a variety of email services, with one of those accounts being my primary email account. I am very protective of that primary email account address and do not want it thrown about for the spammers to get hold of or for strangers to see. For example, I have found people’s email addresses in forwarded emails that I know and have not seen for years. They are very surprised when I contact them; and, will often ask, “How did you get my email?”. I explain that I simply pulled it from a forwarded email.

Be courteous to others and learn to use the Bcc field in your email; AND, when possible avoid chain emails all together.

How To Setup The NEW “Undo Send” Option In Gmail

Google recently added an optional setting in Gmail that will allow you to auto delay sending an email, for a period of 5-10-20 or 30 seconds, so that if you have second thoughts (after hitting “send”) you can retract or undo the sending process. This sort of option had been available through the Google Labs, but many people are not familiar with the labs’ options or add-ons; therefore, Google has made this a permanently embedded option in the Gmail settings.

To get to the undo settings, click on the cog wheel on the top right side of your Gmail and click on “Settings”. Under the “General” tab, you will find “Undo Send” (see screenshot below). Click the box next to “Enable Undo Send”; then select the amount of time for the “Send cancellation period”. After you have made your changes, scroll down and click on “Save Changes”.

Gmail - Undo Settings

Also, now that you know how to get into the Gmail settings, go back into the settings you will find a tab that is labelled “Labs”. Some pretty neat add-ons are available there.

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Email – Less Is More

Was reading the USA Today tech article about 8 things you’re still doing wrong with email and there was “one of the eight” that really jumped out at me. That “one” being;  When composing an email “Less Is More” — meaning:

K. I. S. S. — Keep it simple, stupid. Email is not the place to write a novel. With more than 121 emails in a typical inbox a day (source: The Radicati Group), no one wants to read 17 pages of text. Granted, your emails needn’t be as cold and brief as an instant message or text (e.g. “C U @ 10 4 java?”) but be sure what you’re communicating is clear and near the top of the email, as studies have shown our attention span tends to drift as our eyes scan down the page. Friendly is good, but keep your email messages short, simple and concise. — source: USA Today

Oftentimes, especially when emotion is involved, we have a tendency to write lengthy emails. I can tell you from experience, that writing lengthy emails; especially, to the people that manage us at work, will not get you anywhere. If anything, it will have a negative impact.

Also, I have found two concerns, since the inception of email that factors into the equation:

  1. Most people are not good readers… (i.e. cannot accurately interpret or absorb the point being presented due to being too busy; lack good reading skills, short attention span, could care less, etc…)
  2. Most people are not good writers… (cannot accurately provide an interpretation of the point being presented due to poor grammar skills; poor spelling; lack attention to detail, let emotions take over, etc… )

Email is a powerful communicator and can serve as a record of actions, of sorts; however, be very careful of what your intentions are. Once you hit send, retraction of an email is impossible. It is best to keep the content brief and to the point. If you are sending an email, based on your emotions, I highly recommend you wait, really think it out and/or personally meet with or talk to the person.

A trick that has served me well, to make sure my email gets read, is to make the subject line of the email stick out like a sore thumb that is based on what the direct point or content of the email is. For example, instead of a subject line such as “Call Me”; I may insert a subject line “Call Me About the What’s On My PC Contract – ASAP”…

Let me know what some of your advice is when it comes to Email…

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Quickly Send Yourself An Email Note Or Reminder With The Android App Called mynderMail

There has been occasions where I have used my smartphone (and tablet) to send myself an email to remind myself of something. What I do not like about that, is the number of steps I have to go though to get it done. To eliminate the number of steps, I happened across the Android App called mynderMail that looks to be a very promising app.

mynderMail Free

mynderMail is currently in beta; however, so far has been working great (for me) and I am finding myself using it quite often. To use mynderMail, simply open the App, type your message and send it. The first line that you type in the app becomes the subject line. Very simple app that will save you a few steps and serves a good purpose. I will be following mynderMail as it develops and eventually comes out of beta.

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