Four Ways to Cut Down on Spam

It’s a sad fact of life, but two decades have passed since the Internet first gained widespread acceptance among the general public, and we still have to deal with spam. Unsolicited and unwanted advertising continues to clutter cyberspace. It irritates all who receive it. And in worst-case scenarios, spam can even disable a website or email address if the volume is too heavy.

Worse, today’s spammers have grown infinitely more sophisticated than their predecessors. Which means that even though most web browsers and email programs come with spam detectors, spammers with the skills, technology and determination can still find ways to deposit their pornography links, phishing schemes, and ridiculous get-rich-quick advertisements into the inboxes of unwilling recipients.

Fortunately, not all is lost. Here are four simple steps you can take to dramatically reduce the amount of spam that manages to find its way into your email inbox.

  • Install CAPTCHA on your website forms to foil the bots. CAPTCHA, which stands for “Completely Automated Public Turing test to tell Computers and Humans Apart,” requires people to enter a randomized code in order to submit an online form. The randomized code is often in the form of distorted, wiggly, or otherwise hard (but not impossible) to read lettering. Spam bots – the automatic email generators favored by today’s sophisticated spammers – can’t read the randomized code so they can’t submit the form.
  • Don’t put your email address on your website. By itself, this will eliminate a lot of spam. But the decision has to be weighed against with other concerns, such as making it easy for site visitors to contact you. If, like most companies, you decide to include email addresses on your website, install PrivateDaddy. This free, open-source software hides your email address from spam bots while still making it visible to humans. Some web platforms, such as WordPress, even come with a plugin you can install.
  • Turn off comments on your blog. Again, not an easy decision. But like leaving your email address off your website, it can help to reduce spam in the right situations. If you have a very active community of readers who post a lot of legitimate responses, the value of that community will outweigh the inconvenience of any spam that comes through. On the other hand, if you tend to get a small amount of random comments, chances are that many of them will be spam. Turning off comments will eliminate spammers’ ability to get through using your blog.
  • Unsubscribe from what you don’t read. When you subscribe to a newsletter, blog, or other form of online communications, you give that business or organization permission to contact you via email. You may not want to receive what they send you, but technically it isn’t spam. So they can – and will – send you stuff until you tell them to stop.

Legally, all email newsletters must have an unsubscribe link somewhere in the email. Usually, they make it hard to find by putting it at the very bottom of the page, in small print. But if you no longer read a newsletter or don’t get any real value from it, hunt down that link and unsubscribe.

Be smart, be vigilant, and minimize the ways spammers can gain entrance to your email inbox. The small amount of time you invest will pay big dividends in reducing the amount of unwanted email you receive.

Legal Document Management System (Legal DMS)

In the current scenario document management is one of the basic tasks for managing the business for each of the companies. Legal document management sometimes Legal DMS is solve many problems like document difficulty to retrieve, email unmanageable, regulatory compliance, discovery request etc. Legal Document Management involves in law firms, accounting firms, finance firms, enterprise solution firms and professional service provider firms and solve a lot of problems occurs daily in the organization.

Email management is critical when you get thousands of emails in a day. Is checking and answering email interfering with your productivity and time? The legal DMS help to get a grip on your inbox.

If we talk about the IT professionals each of the years many technology comes and the also updating technologies. The professionals face the work flow problem in their software and always try to choose the legal path in which the cost and money will be low. Here the records management helps to achieve their target and goal.

If we go to discussion about accounting and finance firms it play an important role to manages the accounts according to client request. Legal document management is nothing but play an important role in current business strategies. It’s a great tool for every level of management (like bottom, middle and top) to manages their task with the help of any legal records management system.

Legal Document management system is a key of any growing business. Best records management of the firms means best out put from the firms.

An Organized, Empty Inbox

The more emails you have in your inbox the more stress you’ll feel. This number can get out of control quickly and although many dream of getting to an empty Inbox and only processing today’s emails, the reality of this happening is not high on our list. Organizing Microsoft Outlook can move faster with all the new features in Outlook 2010.

Go ahead and look at the number in your Inbox. Do you feel like you have a 100 pound weight sitting on your shoulders or are you smiling because you are one of the rare few who only has this week’s emails waiting for you to deal with? The number of emails sitting in your Inbox affects the speed of your Outlook searches and how much time you waste scrolling past the same email over and over.

The key to getting a handle on your emails, improving your response time and staying on top of critical actions and time-sensitive tasks is to develop an approach to process your emails both from your computer and on your mobile devices.

1. Syncronize all your devices so you only process an email once.

For small business who don’t have access to a company server, set up a Google Business Account and use Google apps to connect your Outlook, phone and iPad to access your email, calendar, contacts and tasks from all your devices. You can even access your Gmail account from anywhere and the sync will update your Outlook the next time you are at your computer. If you only want to sync your email to your phone and iPad, you can use the free Gmail account, (note that you won’t be able to access your calendar, contacts and tasks).

2. Use the Conversation Feature – in Microsoft 2010 when Conversations is turned on, messages in your Inbox and other email folders can be organized by Conversation and Date. This is handy when there are several emails in a conversation because you can delete all the previous emails and only keep the latest conversation.

To turn on or off Conversations – On the VIEW tab, in the CONVERSATIONS group, select or clear the SHOW AS CONVERSATION check box. Next, click ALL FOLDERS.

3. Set up your Action and Reference Folders
Action Folders – are for emails that require action
Reference folders – are for emails with no action required. You keep these emails to refer to them later, are permanent records or are for tax and legal requirements.

When you create your Action folders, type a period “.” in front of the action folder name. Adding the period changes the sort order a moves your Action folders to the top of the list and your “Reference” folder under your Action folders. You can also use numbers 01, 02, 03, 04 if you prefer to organize your Action folders in a certain order. Suggested Action folders:

..This Week (there are two periods here)
.Delegated – Deb
.Receipts to Print
.Waiting For/Pending

To create Reference folders, create a main folder called “Reference” and then second level folders using broad categories (example. Accounting > Budget 2012)

Separating your action and reference emails helps you gain control on what requires your attention. No more wasting time scrolling past emails that don’t require your attention.

Arrange your emails by Conversation, From – In Outlook 2010, on the VIEW tab, in the ARRANGEMENT group, click one of the arrangement options. One of the fastest ways to process your emails is to arrange by Conversations.

Organizing Microsoft Outlook emails is easy when you customize it the way you want to process your emails. Now that you have your new action and reference folders set up, you can use the next four steps to process your Inbox and get it to ground zero, or close to zero depending on your preference.

Use the F.A.S.T. Workflow Decision Making Process to quickly decide what the next action is. With the F.A.S.T. process, you have four choices:

  • File – file emails in your Reference folders that have no action. Drag and drop emails into the appropriate Reference folder. A word of caution, at some point you will need to clean out these folders or move them to your Archive folder.
  • Act – these are emails that require action by you. Drag emails that require action
  • Schedule – get your appointments into your calendar and save as an ALL DAY EVENT or at a SPECIFIC TIME. If you are keeping the email to refer to at the appointment, simply drag the email to your calendar and all the info will be saved in the appointment. Delete the email.
  • Toss – Read and delete whenever possible. Be ruthless with the delete key. You can set up your Deleted Folder to delete emails manually by you, monthly or whatever time frame you prefer.

Here’s a fast way to get your Inbox close to ground zero immediately if you still don’t think organizing Microsoft Outlook is possible. Create an Action folder “.OLD EMAILS.” This folder will hold all your email that wasn’t sent in the last 7 days. Make plans to deal with these emails. You’ll now be motivated to process the old email folder since your inbox is near empty!