The Hidden Dangers of HTML EmailWritten by Kathy Burns-Millyard
As a veteran Internet user, I can honestly say I remember a time when HTML email was not possible. Back then RTF wasn't available either and for that matter, email programs did not even wrap lines for you or allow file attachments.
Today however, I receive a steady and annoying stream of email in all shapes, colors and sizes. Almost all promotional advertisements and many newsletters come in Html format.
Now, Spam is annoying, Spam in droves even more so, but Spam with "twirlygigs" is intolerable -- and dangerous. HTML is for websites. I visit them all time and enjoy their various amusements. Email however, is a tool. A communications method used for getting work done. I get plenty of regular email, hundreds of pieces a day usually, due to support, consulting and writing services I provide. If all of those emails are in HTML format then I'm stuck looking at potentially hundreds of web pages and thousands of graphics.
HTML email takes extra time to download, and for me it takes extra time to read. You see I don't trust HTML email. I've coded many websites in my day and I know that scripts can be hidden in pages. Now when you couple that fact with daily news about viruses and worms being sent, well that's just downright scary, so I do not allow my email program to automatically open HTML formatted email. Now I rarely use Outlook and Express (sorry Microsoft but they feel just a bit too dangerous to me now days) however I'd rather be safe than sorry no matter which email program I use. So, I have my email software configured to show all HTML messages as attachments.
Organizing Your EmailWritten by Kathy Burns-Millyard
Keeping your email organized is imperative, especially in corporate or small business settings. When you use email for business purposes, you are essentially handling customer files. Because of importance of this for even smallest of businesses, those files should stay as organized as possible. You wouldn't just lump all of your paper customer files into a corner would you? Most of us wouldn't, so here are some ways to keep email files (correspondence) organized as well.
If your business email inbox is currently cluttered with hundreds of old items, set aside some time to clear it out. This first clearance may take several hours, so you may want to delegate some weekend or evening time to tackle it.
Before starting actual filing of items, you'll need to brainstorm your organizational structure. If you do not have a solid contact management software program, I strongly suggest investing in one. My preference is GoldMine, and I'll explain why further on in this section. For now, you simply need to decide how you work, and what filing system will work best for you personally. If you need help coming up with filing and organizational ideas, here are a few popular ones:
1.Customer Name Folders – Create email folders that are named same as your customers. All email to or from a particular customer will be filed to that customer's individual email folder. 2.Project Name Folders – If you work primarily with projects, you can create email folders that match past, existing or future project names. From there, you can file all email related to project, regardless of who it is to or from, into corresponding project folder. 3.Month and Year Folders – Create email folders that are named for each month and year. Then file all email sent or received in that month/year into matching folder. 4.Print File Cabinet Mirror – Create email folders named to match your Print File Cabinet system. Then file email into email folders in same way that you file print papers into your hard copy system.