Gmail is Still Beta for a Reason

I think it was the threat of a Gmail revolution that prompted Yahoo to increase the storage space parceled to its free email accounts last year. (Yahoo’s paid email at the time, of course, gave storage to spare. It’s an example of how the whiff of corporate competition can benefit end users or consumers.) Who remembers rummaging through our Yahoo email accounts deleting emails only weeks, if not days, old? I think Yahoo copied their color coded warning system of diminishing storage space from the easy-to-comprehend terror levels issued by the federal government. Gmail’s arrival, though, changed this – we were ready for something better. Its search-based organization, something we like to see at ConductSearch.com, figured to be a natural step for email world to take. I believe that something better came, too. But, something that I’m unlikely to avail myself to because I, like most, am not ready to forego the free, web-based email I am comfortable with for Gmail’s blessings. Gmail, like Google, was marketed beautifully from the outset. How did they manufacture buzz? By attaching a sense of exclusivity to a Gmail address, that’s how. That’s no small feat considering that Gmail doesn’t cost anything. But, they used the invite system and people, exercising the herd mentality as we’re wont to do, were all over it. Web geeks were all over Gmail and invites for an address even made it to eBay. I have no doubt Google’s marketing department loved that; they might have even put them up for auction themselves. When the hubbub died down a bit I got mine from a friend who works at Google. I admit to all (and to Mike) that I felt sheer gratitude for the address. The marketing worked. That’s about when the magic ended for me. For starters, it seemed as if Google couldn’t let some standard features be, like…freakin’ folders! I had a chat with ConductSearch.com’s IT director who, like me, had and disregarded his Gmail account, as did others around the office. The latest numbers show that Gmail accounts handle less than 4% of email volume and I believe this number is generous. The number one reason for discontinuance was forgetting passwords. In other words, there was nothing compelling enough to get a Gmail account and keep it. I also learned that others, too, didn’t like the way Gmail “revolutionized” email. Perhaps this progress was a little forced. Granted, you can go on any techie board and read how people love Gmail, how effective its spam filters are (might have more to do with that Gmail < 4% penetration), how the flow works, etc. Ah, rubbish. For starters, email is, to me, about communication. And it’s a slower form of communication than IM, so I don’t need it to be cutting edge, just convenient. I want my email ordered. Before computers, when we were waist high in paperwork (I still am, amazingly) we needed folders and labels. Naturally, as email evolved an organizational system of folders and labels by subject or sender was produced. And, hey, look what else developed – trash cans, just like in real life. Love throwing away that clutter. Well, Gmail trashed the perfectly good email format where trash cans and folders ease the burdens of Inboxes. Gmail even makes it tough to delete useless email, too. Google intimates that deletion of email is a non-priority because users are given so much storage space. Baloney. It’s an irksome element and on some level I think it has something to do with the fact that I’m served text ads in my own inbox. People shouldn’t wonder why Gmail is still ‘Beta’, though some joke that Google forgot to take down that label. It’s not a coincidence; Google took a shot at revamping email as we know it and it didn’t work – yet. Unfortunately for Gmail, Instant Messaging has stolen much of their potential thunder and as convergence continues between voice, text, and video – revolutions within a confined space, like email, will not be forthcoming. I do believe, though, that Google has a longer-term plan for Gmail. All the applications that Google develops (admittedly, almost none of it is original or innovative – Google calendar, picture sharing, the free word processing download, to name a few) leads me to believe that Google is trying to integrate an all-involved interactive experience for the web user. I’m pretty sure that Gmail will someday be seamlessly integrated with instant messaging and document sharing within a Google-server based operating system that will free users from any web-borne virus or malicious hacking. Would be an impressive corporate application, would it not? It explains, to me at least, Google’s giant server complex being built on the Columbia River that’s been the source of so much speculation. Jeff Conduct Director of Marketing ConductSearch.com http://www.conductsearch.com t: 1.888.99CS.NYC e: marketing@conductsearch.com

3 More Common E-Mail Problems And What To Do About Them

As we continue to evolve into the world of e-mail that is part of our everyday life, sometimes little problems arise that bother the user.  Previously we talked about returned messages and lost connections, both which can be aggravating, and supplied solutions.  But there are a few more problems that can affect an e-mail user causing frustration and we will address these here, and again provide reasonable solutions to over come them.

Problem 1 – You Cannot Send a Message

Even when there is not a connection problem, you may attempt to send email, but find that it continues to remain in your outbox.

Solution

Typically this is a software problem, the result of otherwise unapparent damage or corruption to one or more e-mail messages.  To address this problem, first copy any unsent messages as text.  Then save them on the computer's hard drive or a back-up storage medium.  After all messages have been saved, highlight all the messages in your outbox and click on “delete” or “clear”.  When clearing your outbox, start over.  Just copy unsent messages from the text files, pass them into new e-mail messages and resend.

Problem 2 – The E-mail is Missing an Attachment or the Attachment Won't Open

An especially handy feature of e-mail is the ability to send and receive attachments.  Transmitting documents, photos or other such information can save time and money compared to the U.S. Mail or express delivery services.  At the same time, attachments can be real headaches.  A common frustration is to receive an e-mail message that refers to an attachment, but then find nothing is there.

Solutions

Often the best solution is to request that the sender try once again, since it is not unusual for the writer to refer to an attachment, but then forget to attach it.  Even if this is not the case, your request might prompt the sender to re-think the attachment's format before transmitting again.  If the problem continues, consider asking the sender to paste the contents inside an e-mail message and try again.  This may disrupt formatting, but can be an effective way to circumvent attachment problems.

If you see a message that the attachment has been deleted, it may be that your anti-virus software has detected a virus, and you're better off without it anyway.  But if you find that all attachments are indiscriminately being deleted, check your mail properties.  If a box is checked that blocks all attachments, remove the check mark so that you can receive attachments.  If you then receive a message from an unknown person, or if the message or attachment seems suspicious, delete the message without opening the attachment.

A related problem is to see that an attachment has been transmitted, but find that you are unable to open it.  The causes (and thus the solutions) vary.  In some cases, the problem is that the software used by the sender does not match that of the recipient.  As with a missing attachment, a simple fix is to ask the sender to copy and paste the contents of the attachment within a follow up mail message.  Even if formatting is disrupted, you can still get the gist of the information.  You can also use your own copying and pasting process to reformat the contents, if that is important.

Another strategy is to save the document to your hard drive, and then open the software program that was used initially to create it.  Once this program is in use, your computer may be able to recognize what had been the attachment, and open it.  If you do not have the appropriate software loaded on your computer, you may be able to download it from the Internet; just follow the on screen prompts to proceed.

Problem 3 – You Have too Much Incoming Mail or Cannot Download What You Have

If you are receiving large volumes of e-mail, you may be vulnerable to several difficulties.

Solutions

Many Internet service providers place limits on the amount of storage provided to each user (although some have recently increased storage limits).  If a pre-set limit is reached (perhaps because you've gone too long without downloading your e-mail, or have been inundated by SPAM or virus induced flood of messages), additional messages will be bounced back to those who sent them.

Of course the direct approach is to download your mail and then weed it out, but a smarter move may be to access your e-mail account via Web mail.  That way you can see a listing of all messages and quickly delete any that do not appear to be of interest.  The end result is the same, but this step can save a great deal of downloading time if you're using a dial up modem.  It also adds an extra measure of virus protection even if you have a broadband connection.  Since you're deleting messages from your ISP's server before they ever have a chance to infect your computer, it's like killing mosquitoes before they bite you – instead of afterwards.

If you do not have a Web mail account, it's easy to get one.  Simply go to a provider such as Yahoo (www.yahoo.com) or Lycos (www.lycos.com) and register.  You can also use a site such as mail2web (www.mail2web.com) or webmail4free.com without even registering.  Go to the site and enter you e-mail address and password.  You will see a listing of all incoming mail, which you can read and then retain for downloading, or delete, as you choose.

A similar challenge may be caused by unusually large message.  Again, this problem is more common with dial-up modems, where hefty messages may take an annoyingly long time to download.  In the worst cases, you may find yourself unable to receive other messages, because the connection with the server where your messages are stored is severed when a time limit has been reached.

Use of Web mail can also do the trick here.  Just log on to the third-party site, peruse the list of messages in your inbox, and choose the one that is the largest (most Web mail programs automatically list the size of each message).  If the message seems of potential interest, open and read it, and then delete it.  Or if it is obviously spam or something in which you have no interest, you can delete the message without even bothering to read it.  Once you have removed the offending message, your other incoming mail will no longer be blocked.

If you do not have Web mail, an option is to contact your Internet Service Provider and ask for help.  Once a customer service representative deletes the offending message from the ISP's server, you can then download all remaining messages.

Also keep in mind that retaining too much e-mail can be an organizational problem, if not a technical one.  Take time to delete e-mail that does not need to be saved for future reference.  Allowing too many messages to accumulate wastes storage space and makes it more difficult to find important messages when you need to refer to them.  For messages that merit retention, create a series of folders so that they can be readily located, and so that your inbox will not become too full.

2 Common E-Mail Problems and What To Do About Them

When it works well, e-mail can be great.  It's hard to beat e-mail for everything from staying in touch with family to requesting information from businesses or other organizations.  Want to send the same message to several people?  Communicate with someone across the continent?  Transmit photos, manuscripts or other information?  For speed and efficiency, this virtually instantaneous medium is one of the most convenient features of modern life.

But e-mail is not without problems.  If you key in the name of an intended recipient but your message keeps bouncing back, you might not be singing e-mail's praises.  Ditto for attachments that won't open or other such nuisances.  With just a little patience, though, you can readily overcome most e-mail problems.  What follows are 4 common e-mail problems along with solutions for overcoming them.

Problem – Returned Messages

This may be the most frustrating of all e-mail problems.  After taking the time to create a message, you click on the “send” button and consider your task accomplished.  But the next thing you know, the message pops up in your in-box with a heading that it did not reach its intended recipient.

Solutions

First, take the simple step of checking to see that the address of your recipient has been entered correctly.  This may seem obvious, but sometimes the only thing wrong is a misplaced letter, the use of “com” instead  of “net”, or some similar error.  If you know the correct address, this is a straightforward matter of double checking each character.  If not, you might need to experiment by sending multiple messages, or by entering alternative addresses with slight variations.  Under this approach, you simply keep track of which messages are bounced back and compare them with the overall list of addresses you used.  If you sent four variations but only three were returned, you have solved the problem by the process of elimination.

Sometimes the source of your problem lies with the recipient.  If messages to other addresses go through but fail here, try to contact the intended recipient by other means and report the situation.  The cause may range from a temporary problem with the recipient's server to a switch to another e-mail provider, to a full in box.  In this case, simply waiting may be the best recourse.  Or a phone call or other communication may be required on your part to obtain the correct e-mail address.  If all your messages are being returned, you may have a connection problem.  See below for more details.

Problem 2 – You Have Lost Your Connection

Sometimes a failure to send or receive e-mail can be traced to a lost connection with your Internet service provider.

Solutions

If you see a “failure to connect” or “no response” message or have otherwise determined that you have failed to connect, double check to make certain there are no physical problems.

First, check your cables and connections.  If you use a dial-up modem, listen to make sure it produces the normal high-pitched dialing sound.  If not, the problem could be a loose connection.  Locate the phone cord that runs from the back of your computer to the phone jack, and then make sure that each end is plugged in snugly.

If you will don't hear the expected dialing sound, check to make sure your phone cord is undamaged.  If it seems worn, replace it with a new one.  Other steps include making certain the line is plugged into the right port, and checking the phone jack by plugging the cord into a different jack.  If you hear the dialing sound after any of these steps, you have made a successful connection.

Connection problems may be more common with dial-up modems than with broadband connections, but the latter are also dependent on physical connections.  A loose wire or poorly connected cable can easily be problematic.  Sometimes a glitch occurs that can be best addressed by repeating portions of the initial set-up process.  A simple fix touted by Verizon technical service reps for some DSL (digital subscriber line) customers is to disconnect the three lines from the back of the modem and then reconnect them in a specified order.  When this action is taken, the online connection is immediately regained.

If you are online but keep getting bumped off, the lost connection can be the result of an unintended software command.  In Outlook Express, for example, you will find the command “Hang up when finished.”  If the box in front of this phrase is checked, the connection will automatically be severed each time you send or download e-mail.  Sometimes a misdirected click of your mouse will cause you to place a check in the box even though you do not realize it.  Simply click on the check mark to make it disappear, and the hang-ups will cease.

These 2 common e-mail problems are quite easy to determine and when rectified will make your emailing experience more enjoyable.

How To Organize Your Inbox

As we all know our inboxes have turned into modern day filing systems – and just like in the ‘old’ days they can get chaotic and out of hand in no time. Attempts are made to control the unruly inboxes, but for the most part messages are swept into folders that act as catch alls for everything (unorganized amalgamations of incoherent mess – thank goodness for advanced find!).

Think of the benefits an organized, logical filing system would mean for you: referencing to emails that you’ve received, find and view attachments again, decrease your scrolling time, and if you ever need someone to go in and look for something, you will be able to point them in the right folder, rather than having them rummage through all your emails.

Now that you’re eager to change your unorganized inboxes, here are some tips to help you on your way.

Inbox: Your Inbox should be just that – an inbox, not a permanent storage folder by any means. Even if you have a ‘misc’ file off of your inbox, keep your inbox clean and tidy. If you receive emails on a subject that you’re in process of dealing with and you’re not ready to move them into a more permanent folder, create a ‘2do’ folder off of your inbox, from there group messages into subfolders.

This is a great way to keep organized and an easy reference to see what you have to do.

How to use it: When you receive an email for an ongoing or upcoming task, create a folder in your ‘2do’ folder with a name related to that task or client. Move the email into that folder, create a reminder or appointment if necessary, and —voilà!— you now have an organized inbox. When you receive more emails related to this task they can now go straight into the subfolder that you created. Once you have completed this task you can easily move all the contents to a permanent folder of your designation. The key is to keep on top of it and once you’re done with a subfolder in your ‘2do’ folder list, delete or move it. Keeping the folders after a task is over will hinder your organization and add to your electronic clutter.

This method will allow you to have an easy visual reference for work that has to be done, and even if some tasks are ‘back-shelved’ for the moment, you can still see them and keep them fresh in your mind. Once you are able to concentrate on the emails that are just coming in, you will be able to focus more on your business and less on your clutter.

Subfolders: Don’t be afraid to use subfolders, even subfolders in subfolders. Putting items into logical groups is a key to keeping your files organized.

How to use: For example – You may have a number of clients and a couple of different companies that you do work for, and each client/company will have multiple tasks, projects, instructions, etc. Under your Inbox, create a file for each company, under the company create a folder for each client, and under each client create folders for the number of different tasks that you perform.

Having a place to put messages as they come in is a key to staying on top of your tasks and messages. Inboxes have a way of getting large and overwhelming very quickly, putting these steps in place will help to control the unsightly messes and as a bonus keep you organized in the process.