Completely send a copy to my e-mail. Automatic sending of copies of sent messages. Automatic start and repeat tasks
Today, almost every person has an e-mail (email), or even several. At the same time, quite often an e-mail contains a large amount of important information. And losing it can be worse than taking and formatting your computer's hard drive. Therefore, taking care of creating backups, so-called backups, of your mail is no less important than backing up your documents. But its solution is not as trivial as copying files from one place to another. Even if you find mailer files that contain all your emails, it will be difficult for you to do something with them. Try to answer yourself a few questions: "how will you restore the letters?", "How will you view one of the letters?", "How are you going to search for the letter you need in the backup copy?" etc. Almost all questions do not have a clear answer, or it will be so difficult that you will quickly abandon it.
The class of utilities considered in the review will allow you not only to save your precious letters in a safe place, but also to perform simple operations with them, such as: viewing, searching, etc.
Review of free programs for creating mail backup
MaiStore Home is a powerful mail backup tool
Allows you to back up all e-mail messages (emails) from various applications and online services, and store them in one secure archive. The utility really knows how to work with huge sizes. It is easy to feel, it is enough to try to search for something, and you will see that the speed is simply amazing. It belongs to the category "once set up - you use it." The utility has a fairly flexible interface for configuring the restore from a backup. So you can always quickly restore everything you need. Always remember that the utility does not create backup copies of the settings of accounts and contacts, although you can always restore the latter from letters.
Knows how to create backups:
- Microsoft Outlook 2000, XP, 2003, 2007, 2010, 2013
- Outlook Express, Windows Mail and Windows Live Mail
- Microsoft Exchange Server 2003, 2007, 2010, 2013
- Mozilla Thunderbird and SeaMonkey
- POP3 and IMAP (including webmail services such as Gmail and Yahoo)
- Microsoft Office 365 (Exchange Online)
- .eml and other files
For products of this kind, MailStore is updated quite frequently. This gives you confidence that in a year you will not have to search for a suitable utility again and set everything up again. At some points, the user interface is a bit angular. But, nevertheless, the utility is quite easy and simple to use. You can read emails directly from your backup, and it will be as easy as reading them from your email clients. You can even reply to messages directly from the MailStore. We can say that this program is suitable for users of any level.
KLS Mail Backup is a simple and high-quality program for creating a mail backup
is a simple and high-quality utility designed to create email backup copies of many popular email clients. It also allows you to backup profiles of various Internet programs. The utility uses the well-known Zip format to compress and store emails. So you can always directly access your messages. The processes of creating and restoring backups are presented with special configuration wizards. Even the most inexperienced user will be able to quickly figure out what's what and start using it. KLS Mail Backup is free for personal use only.
KLS Mail Backup does not know how to work with POP and IMAP protocols. This means that you cannot make a backup of your mail directly from the server.
Various products for creating backups ...
MozBackup is a utility for backing up the following programs: MozSuite / SeaMonkey, Mozilla Firefox, Mozilla Thunderbird, Netscape, Flock, Sunbird, Spicebird, PostBox, and Wyzo. It saves mail, bookmarks, address books, passwords, etc.
Comodo Backup is a general purpose backup utility that also allows you to create email backups. You are also offered free 5 GB of online storage. Comodo operates at the expense of customers who use online storage on a commercial basis. It supports Thunderbird, Microsoft Outlook, Windows Live Mail and OutLook Express. It also allows you to back up files and folders.
MailBrowserBackup is a simple portable program that detects and offers to back up Internet Explorer, Mozilla Firefox (profile), Flock, Windows Mail, Windows Contacts (Win 7), Windows Live Mail, Mozilla Thunderbird, Opera (browser and mail), Apple Safari , Google Chrome, SRWare Iron, FileZilla FTP Client, and Windows Live Messenger Plus.
In Windows 7, you will need to run the program as an administrator or the account associated with Windows Contacts, otherwise the utility will not be able to create a backup for it.
Microsoft provides a free Outlook backup program that backs up your pst files. Works with Outlook 2002 and later.
Gmail Backup (site no longer available) is an open source solution that allows you to back up your emails via IMAP.
Quick Pick Guide (links to download free email backup software)
MailStore Home
| Back up all emails from multiple apps and accounts. Quick search. Ease of work with backups. POP3 and IMAP backups (including webmail such as Gmail and Yahoo! Mail). Very easy to use. | ||
| Requires Microsoft .NET. | ||
| ------------- | ||
| http://www.mailstore.com/en/mailstore-home-email-archiving.aspx | ||
| 5.5 MB 8.1 Free for private use only Windows 2000 / XP / Vista / 7/8 | ||
KLS Mail Backup
| Lots of popular email clients. A clear and simple tool for creating backups. Uses zip archives to store your mail, so you always have direct access to emails. | ||
| Doesn't support POP and IMAP protocols. This means that you cannot create backups directly from the mail server. | ||
In Microsoft Outlook, you can specify that for all messages you send, an automatic Bcc (carbon copy) will be sent to other distribution lists or users.
One scenario in which this rule is useful is when all team members are responding to inbound e-mail, such as a support center. When one member of the group replies to messages, the other group members automatically receive a copy of the reply, keeping all outgoing messages up to date.
client rules
Create a rule
Now, every time a message is sent, be it a new message, when a message is forwarded or a reply from people or groups specified in the rule, they will be automatically added as copy recipients. The names of people or groups are not displayed on the Cc line of Compose your message, but those names will appear to the entire recipient of the message.
Disabling a rule
In the mail view on the tab home press the button regulations > Managing rules and alerts.
On a tab in the section The rule
Click the button OK.
Rules and alerts.
Advice: For more information on how to quickly disable this rule for individual messages, see the next section ("").
Using a category to disable automatic Cc for individual messages
If you want flexibility to turn off automatic new Cc rules based on a single message without having to navigate the dialog box rules and alerts, you can use the categories feature in Outlook along with the rule.
Advice:
First, you need to create an automatically send blind carbon copy (Cc) rule for all e-mails you send.
This rule of a certain is called client rules... Client rules are executed only on the computer on which it was created, and only run if Outlook is running. If you were to send an email message using an email account on another computer, the rule will not run from that computer, so it will be created on that computer. This same rule must be created on each computer that you plan to use it.
Create a rule
Now, every time a message is sent, whether it is a new message, when forwarding a message or a reply from people, or the distribution lists specified in the rule will be automatically added as copy recipients. The names of people or distribution lists are not displayed in the Cc line of Compose the message, but these names will appear to all recipients of the message.
Disabling a rule
To prevent automatic copying, you must first disable the rule.
In Mail in the menu Service press the button Rules and alerts.
In the tab Email rules in section The rule uncheck the box corresponding to the rule you created.
Click the button OK.
Now you can send a message without automatically sending a copy to other people or mailing lists. The rule will be inactive until you re-enable it in the dialog box Rules and alerts.
Advice:
Using a category to disable automatic Cc for individual messages
If you want to disable the new auto-Cc rule for individual messages without invoking a dialog box Rules and alerts, you can set the rule to a category that is available in Office Outlook 2007.
Modify the previously created rule so that when the specified category is added to a message, the rule does not automatically send a copy.
When you want to disable the auto-Cc rule for a message, apply a category to it.
Advice: You can use a keyboard shortcut if you specified it when creating the category.
When sending a message, the auto-copy rule will not be applied.
Good time! Today we will talk about SMS backup by sending all messages from a smartphone to email. This may be required both simply for the purpose of saving correspondence, and for further processing of messages, for example, searching messages for the necessary information (contacts, names, prices, etc.) by third-party applications, which in turn work with E-Mail. Let's analyze the option of such copying using a smartphone running on Android.
Create a mailbox
To send and save all messages to E-Mail, you first need to register a mailbox, for this mail from yandex.ru is perfect. You can also use your existing mailbox, but I recommend registering a new one. Firstly, over time, a large number of SMS messages will accumulate in it, which can interfere with working with regular letters, and secondly, if you connect your mailbox to a third-party analytics service, do not specify the login and password from the main E-Mail in it ...
Install the SMS Backup + application on a smartphone with Android
To send all SMS messages to your mailbox, you need to install and configure a special application SMS Backup +, which can be downloaded from play.goole.com or apk-dl.com (an alternative for smartphones that do not use Google Play) or.
The application has been tested on Android: 3.xx, 4.xx, 5.xx, 6.xx; Support for version 2.xx is declared.
Configuring SMS Backup +
- We launch the application;
- After starting the application, in the menu that opens, select the item: Advanced settings;
- Next, go to Backup settings;
- Check the boxes for Backup SMS and Email subject prefix, uncheck the boxes for Backup MMS, Backup Call log (we don't need MMS and call history, although you can also backup them);
- We return to the previous menu and go to the IMAP Server settings section;
- Select the Authentication menu item,
set the parameter value to Plain text; 
- Select the Server address menu item, write the value: imap.yandex.ru:993
- Select the Security menu item and write the value: SSL
- Select the Login (You IMAP account) menu item, specify the login, then select the Password (You IMAP account password) menu item, specify the password from the yandex.ru mail;
- In the main menu, check the Auto backup box;
- Next, go to Auto backup settings, select the Regular schedule menu item and set the time interval at the frequency of which SMS will be sent to the mailbox account we specified (for example, every 2 hours).
The SMS Backup + application allows you to not only make backups to E-Mail, but also restore messages from it. The corresponding restore settings can be found under Advanced settings -\u003e Restore settings.
After sending messages to E-Mail, all of them will be placed in a folder called: SMS.
Analyzing SMS sent to Email
After receiving the list of SMS to the e-mail address, you can use special software to analyze the data they contain. For example, you can track SMS from the bank with messages about cash receipts and write-offs, on the basis of which you can keep financial records in automatic mode. A similar solution was implemented by me for a "joint purchases site", when all SMS messages from the Bank received by the JV Organizers are collected in one place, analyzed and based on them, the system in the control panel displays data about which of the users who made the order made the payment.
magician_roman в The concept of "blind copy", learning not to do stupid thingsSurprisingly, many people, when they are required to send a letter to several people at once, simply list the addresses in the "To" field, this is normal when this letter is addressed to your colleagues or friends, but when you send letters to a group of clients, this way you show everyone addresses and other recipients, in fact, revealing their address base.
It is enough for any of the clients to forward this letter to your competitor and your contacts will immediately flow away.
Strange, but many far from stupid people are surprised to learn that if you need to send a letter to many addressees so that they do not know about each other, there is a "Bcc" field for this.
For example, for mail.ru it will look like this:
And so again briefly: indicated addresses in "whom" - everyone can see who you sent letters to, indicated in "blind carbon copy" - everyone thinks that the letter is only to him.
And each recipient will receive a letter where in the "to" field there will be only his address ... For other programs, if you can't find where to specify the blind copy, then have someone show you. Another small point, be sure to specify one address in the "to" field, most programs or mail servers will not allow you to send a letter without this parameter.
And so, when it comes to sending an offer, news to a group of your clients - here the practice of using a blind copy is unambiguous, you must hide your address base. An interesting moment with sending a letter to your colleagues, here they recommend acting according to the situation, for example, sending a letter asking for suggestions (for example, to improve customer service) and if each colleague sees that other people have received the same letter, then most likely they will not answer - relies on others, so you need to use a blind copy. If this assignment is fulfilled, for example, an indication of the "who" of your colleague's boss will simply work wonders, and your assignment will be fulfilled.
A separate question with suppliers. On the one hand, listing all recipients in the copy should show the supplier that you have a choice and that he should offer you good prices. On the other hand, the manager who received your letter, seeing that it was sent not only to him, is likely to react to your request "cool". Personally, in my opinion, I believe that in the case of suppliers, you need to use a blind copy, at least to protect trade secrets, but more likely for good relations with the supplier's manager.
You can read a recent case of a specialist error, when all the recipients saw other addressees: Smack everyone in this chat, there really was a respectable people - the directors, but nevertheless, many received spam in return.
Well, as always, discussion in the comments is welcome.
We send dozens of emails every day. Sometimes these are very short messages, such as: "Shall we go to lunch?" Sometimes - with the help of which you present your business or website. When there are a lot of letters and time is short, we start to rush and make mistakes. Usually trivial, like typos, but sometimes there are some that can damage your reputation and ruin your relationship with a client or employee.
This can be avoided, you just need to be collected and know about some pitfalls. Here are the most common mistakes made when sending emails. Read carefully and remember that first you need to make a short pause, check if everything is in order, and only then click on the "Send" button.
You are typing the wrong address
The most common and most unpleasant mistake. Imagine you want to send some pretty personal pictures to a friend or girlfriend, but automatically type in the address of your boss or customer. And only after the letter has left, you realize with horror what has happened now. If this will console you, then each of us has found himself in such a situation at least once in his life: lawyers sent confidential documents to the opposite side, designers sent website layouts to the wrong client, etc. But when this happens to us, it seems that the earth is leaving under our feet.
Fortunately, many mail services, for example, in the same Gmail, have a function. Turn it on and specify a large time interval - so, you know, quieter.
You forgot about the investment
You wrote that a certain file was attached to the letter, but forgot to attach it. Another common mistake that often leads to misunderstandings and apologies. On the one hand, it's okay, no one is perfect, but it's better to check everything first, and only then send a letter. And to avoid questions from the recipient, we recommend listing all attached files right in the body of the letter. For example, like this:
Hi Maxim! I am sending you several files, they are attached:
Service agreement
GIF with a cat
You don't think about decoration
They are greeted, as you remember, by their clothes. If you want your letter to not be prompted to immediately delete it, work on its form. They say she needs to devote as much time as content. Fortunately, today it is easy. To do this, we recommend using the Wix ShoutOut app, choosing a suitable template and adding your text to it. No special knowledge is required, just make sure that everything looks neat and beautiful. By the way, good newsletters have their own secrets and rules, so we recommend reading our email marketing director. Don't thank.
You don't include a subject line
The subject line plays a role similar to the heading of the text. It appears next to your name, the recipient sees it and understands what you sent him: invoice, meeting results, job offer, website layout, etc. Remember that the topic should be clearly formulated so that, if necessary, a person can quickly find your letter, and convincing, so that he is interested in, say, a mailing list. Not so long ago, we wrote that if you have forgotten it is worth rereading.
You don't save drafts
If you like writing letters in text editors, then save more often, otherwise it will turn out that you have spent the whole day over the letter, and then suddenly the computer froze and everything was gone. Or write directly to the mail service - then all your sketches will be automatically saved in the "Drafts" folder.
You are being impolite
Politeness in correspondence is no less important than in life. Here are the basic rules that everyone needs to follow:
Always thank the sender for the letter, especially if you see that he did a good job. Remember when we were all taught "magic" words? Let's not forget them, despite the fact that we are already adults.
Remain calm, even if the matter is extremely urgent and important. Nervousness and reproaches will definitely not lead to anything good.
Start and end the letter with common phrases. The degree of formality will depend on who you are texting with. If it's your boss or just an official, don't use Hello, Goodbye, or Kisses. And vice versa, if you write to a colleague or friend, you can do without the traditional "Sincerely".
You don't proofread text
Typos can ruin the whole experience, so reread the letter carefully, preferably several times. In doubt about spelling or syntax - go to Gramotu.ru ... Better to measure seven times, that is, to check, than to then apologize for typos and prove that you are actually literate.
And by the way: if you are afraid to accidentally send an unfinished letter, first write the entire text in full, and only then type the recipient's address.
You don't put the right people in the copy of the letter
Let's see who can receive your letter at all. The To field is the primary recipient. The "Cc" field is the person who will receive the copy. He is not directly related to the issue under discussion, but he wants or should be aware of. The "Bcc" field are hidden recipients. You add them, but the primary recipient doesn't see them. And here you need to be careful: you can confuse Cc and Bcc, and then the recipient will think that he is being spied on.
Keep in mind that it is important for some people to be aware of what is happening. You do not want to listen to reproaches on the topic “How could you not add me to the copy ?! I worked on this project for two months! " If in doubt, add everyone who has anything to do with the question. Maybe not everyone will be happy that they are distracted, but there will be no complaints about you.
You do not subscribe
You wrote "Sincerely, Masha" and think that everything is in order, but the recipient of the letter sits and wonders what kind of Masha she is. From the printing house? Maybe an illustrator? In order not to make him get lost in conjectures - set up a signature, and it will be automatically added to the end of each of your messages. Be sure to include your first name, last name, company name, job title, and contact information such as skype or phone number. You can add an address - although this is an advertisement, it is unobtrusive.
You're picking the wrong time
Writing letters at night is not a good idea. Reason one: you are probably terribly tired during the day, you are not very good at thinking and risk making all these mistakes. Reason two: an avalanche of morning mail will bury your midnight letter, and the addressee will not see it in the near future. And the third: apparently, you have nothing else to do, since you write business letters at three in the morning.
Our advice: if nothing Important and Urgent happens, send messages from Monday to Friday and during business hours, like all normal people.
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