EmailTray Universal Smart Email Notifier

February 3, 2010

Sort Email in Outlook – Triage on the Battlefield of Email Overload

Filed under: Email Deliverability,Email overload,Outlook,Social Networking — EmailTray @ 13:22

While many of us workaholic businesspeople tend to read our email via mobile all day and half the night, we still arrive at work in the morning to find dozens of bold-typed “unread” emails in our Outlook Inbox.

If you have a meeting at 09:00 and it is 08:50 now,  you are going to have to do some triage and it is not wise to do this all manually. You are going to want an educable smart agent to tell you what the priority emails are and sort those emails in Outlook and webmail.

This is where the the updated, Outlook-stable SenderOK plug-in from my company, Web CEO, comes in handy.

With SenderOK add-on in Outlook, just click on the virtual folder VIP first. Read the bold emails in this folder that you haven’t already read and dealt with via your mobile.

Then click on the Important Folder. Read the bold emails in this folder and deal with those you haven’t already dealt with via mobile. After that, briefly check your Routine Folder for emails from people that neither you nor anyone else using SenderOK has ever received an email from, and you can go into your 09:00 meeting without worrying so much that someone important is waiting for an immediate reply. Obviously, you still may have important messages to answer if responding to social media (Facebook, LinkedIn, Twitter) messages and mentions counts as urgent and you have manually classified their email notifications as Routine (or the SenderOK database has decided that enough people classify those notifications as Routine to make them Routine for you by default until you manually define them otherwise).

SenderOK at first decides for itself, via a smart algorithm, which email senders are to be ranked VIP, Important and Routine. The algorithm takes into account your past behavior (such as answering back or deleting without reading) when receiving emails from specific senders. The algorithm also takes into account whether that sender has serious clout with other SenderOK users. An email from the real Bill Gates might go directly into your VIP folder without your ever having corresponded with him before.  As more people in your industry use SenderOK, the odds will climb that important industry people will have their emails prioritized for those using the SenderOK software.

You may manually classify plenty of email, including a lot of social media BACN, as “No Priority,” which make them lower in importance than even Routine. The manual reclassification function is very important because it is possible and even likely that some of your historical email processing activity has taken place via your mobile or a device that did not have SenderOK loaded on it…and the activity was, therefore, not processed via the smart algorithm that determines future priority status for any particular sender.

Email Sorting in Outlook

Sorting Email in Outlook

When new emails arrive in Outlook, the default that can be modified in “SenderOK Settings” will show a fading pop-up alert for VIP and Important emails along with a pleasant voice alert. This will allow you to work on other tasks all day long without worrying too much about checking your Inbox every ten minutes to see if the boss or the big client needs anything from you.

I tend to give personal family members VIP status along with the boss and important clients, but some would want to do the opposite.

Another major plus is the way SenderOK will save emails from important people that Outlook or webmail services classified as Spam and sent to the Spam Folder. Once in a blue moon SenderOK might save an email from the Spam Box that really was spam to you, but we can guarantee you that we will save enough really important emails from the Spam Box that you will never want to go without SenderOK again. Say, for example,  you register at a website and receive a confirmation email that you have to click on. Normally, such emails go straight to the Spam Box which is a pain in the neck. SenderOK always knows you were just at that domain and the email is Important. Very often this type of email is sent by automatically by Outlook to the Spam Box. SenderOK pulls it right out again and puts it to you front and center.

One of the more amazing functions of SenderOK is that we work with reputable senders to make sure their emails are not phished by others. Non-phished emails from those we include in this program will appear in the Inbox with their color icon where the Outlook envelope icon is normally visible.

Keep posted for a major update in the next few weeks that will further integrate the emails you receive with your social media network. Right now you can create a photo business card that other SenderOK users will see in their email header panes (Outlook, Gmail, !YahooMail and Live).

Allen MacCannell Email: A.MacCannell@SenderOK.com & Mobile: +380 93 031 6742

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1 Comment »

  1. I like it.

    Comment by Tim Angbrandt — February 4, 2010 @ 22:01 | Reply


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