This article provides tips for managing your e-mail effectively. It will introduce you to some important features that virtually all e-mail programs have.

Mailer: Software programs that manage e-mail (for example, Netscape Messenger, Outlook Express, and Eudora).

Folder or Mailbox: The computer equivalent of file folders, a way to organize files. While Netscape Messenger and Outlook Express call it a "folder," Eudora calls it a "mailbox."

Filter or Rule: A way to get your mailer to automatically file incoming e-mail. Outlook Express calls it a "rule." Eudora and Netscape Messenger call it a "filter." Filters can also be used to perform other automatic actions such as forwarding or replying.

Spam: Electronic junk mail (for example, an unsolicited advertisement).

Three Steps to Easier E-Mail

There are three main actions you can take to control your e-mail experience:

1. File. Create folders so you can file the e-mail you keep in an organized fashion.
2. Filter. Create filters to automatically place e-mail in appropriate folders.
3. Delete. Delete all e-mail you're sure you don't need.

Here are examples of some folders you might create:

• Administrative Details
• Volunteers
• Community Outreach
• Corporation for National and Community Service
• Resources and References
• NSSCTalk Listserv
• Potential Spam
• Personal

The idea is to keep your in-box uncluttered so you don't have to wade through a lot of old e-mails every day.

If you need assistance in setting up folders, search the Help function of your mailer for "creating a new folder" or "using mailboxes."

You can create filters to automatically file incoming e-mail in appropriate folders. Mailers do this by following rules that you set. The rules can be based on whom the e-mail is coming from, whom it's being sent to, words in the subject line, or any combination of these criteria.

For example, you can create a filter to put all NSSCTalk listserv postings in one folder. Then, you can read the contents of that folder at your leisure.

You can also create a filter to catch potential "spam." Create a rule that puts all e-mail that is not addressed to you in a folder called "Potential Spam." This strategy works because most spammers put your address in the "Blind CC" field, not in the "To" field.

You will still need to scan your Potential Spam folder for legitimate e-mail, but you will be able to delete the bulk of the spam very quickly.

Some mailers apply filters sequentially, so set up your listserv filters before you set up your "Potential Spam" filter.

You'll need to get used to checking to see which folders have unread mail in them. Your mailer will have a way to indicate this to you -- usually the folder or mailbox will be bold or underlined, or have an image of a letter in it.

Now that you've created folders and filters to organize your e-mail, you're ready to keep your in-box clean.

• As you read each new e-mail, try to respond right away. Leave an e-mail in your in-box only if you can't respond until later.

• After you've responded, decide whether or not you need to keep the original e-mail. If so, file it in the appropriate folder. If not, delete it.

If your mailer is constantly notifying you that you have new mail and you can't seem to resist reading it, you may want to consider turning the notification feature off and restricting your e-mail reading to once or twice a day.

If you're on a listserv that generates lots of e-mail, resist the temptation to read every message. Scan the subject lines carefully and use the delete key for anything that doesn't look directly relevant to you. Remember, however, that sometimes a discussion migrates from one topic to another and the sender neglects to change the subject line.

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