Since the first email was sent in the early 70s, email became an excellent replacement for the good old post mail system. This incredible service helps us reach out to our family, friends, colleagues and clients daily on efficient and intuitive platforms. Better still, we also use our emails to access subscriptions or sign up for different types of services. It could be gaming sites like Green Casino, streaming platforms like Netflix and Hulu or online shopping websites like Amazon and eBay.
Even for people who have used their email for years, there are plenty of features we hardly use. For most of us, our emails often involve sending simple text messages and attaching files, nothing beyond that. The only time we encounter creative use of email is when it’s a company email or when we receive messages from services we signed up for via our email addresses.
If you’ve ever wondered how you could step up your email game, you are in luck. Today, we’ll look into some of the most interesting un-used email features that are usually at your disposal, irrespective of your provider. Here are some quick tips on how to use email like a pro.
Insert Gifs
Gifs make your emails more attractive, so you’re not just sending plain text every time. There are a lot of tools online to help with this. They will convert your photos/videos into gifs, allowing you to apply filters and crop them into smaller files, and you can also add music and audio to your email through SoundCloud or Songza. That way, you can easily spice up your emails when sending messages to friends, family or co-workers.
Make Your Emails Stand Out
Have you considered changing your email’s layout, using various fonts and color variations, creating images and backgrounds and even customizing the format of certain text blocks? You can take advantage of tools like “smart quotes” and “smart exclamation points” that make it easier to give your emails a professional touch without breaking a sweat. You can also create personalized email templates and signatures that you can reuse over and over to make your messages shine. Just be sure to use the proper signature depending on whom the email is for, a friend or a client.
Introduce Emails Lists
Most professional/business emails include a “CC” and “BCC” list. These two options can be helpful when you want to inform someone else about an email or keep another party in the dark about it. If you’re going to keep someone in the dark about an email, for whatever reason- it’s probably a good idea if you don’t CC them. BCC is what you are looking for if you want to keep someone in the loop without the rest of the recipients knowing.
Avoid Being Labeled As Spam
You do not want your emails to be flagged as spam with Gmail and other prominent services like Outlook and Yahoo. You can learn how to “reduce junk email” in Gmail guides. It would be best if you also cleaned up your inbox, so you don’t get any unwanted emails. If you’re looking for tips for cleaning up junk emails, Google, for instance, provides quite a number that will help you get your inbox in order. You can also create a new email account to keep the rest of the world off your back.
Secure Your Email Like a Pro!
By default, emails are exchanged over the Secure Sockets Layer (SSL) or TLS, which encrypts all your messages as soon as they leave your computer. This ensures that if your message were intercepted, the interceptor would not be able to decipher it.
So, when creating and sending sensitive data like banking information in your emails, it is vital to ensure that you are using email security encryption. Most of the time, this is done automatically by your email provider, but you can always double-check. Look for a lock icon next to the “send” button when composing your message; if it’s there, the email is automatically encrypted.
You must also be careful when opening emails from unknown or untrusted sources. Email is such a ubiquitous part of day-to-day life that it’s easy to forget how dangerous it could be to open messages that can infect your computer with viruses and ransomware. In addition, watch out for suspicious attachments in emails because one stray click can be quite detrimental.
Avoid clicking on suspicious links or links you are unsure about altogether, as these are mainly used to lure you into hacker sites or to download viruses unto your computer. Unless you are completely sure you can trust the source of the email, some of the files you shouldn’t click on from your inbox include:
- ISO files
- EXE files
- Office documents
- Compressed Files
- Installers.
There you go! The next time you are about to send an email, we’ve given you a few things to think about before clicking the send button. The same goes for emails you receive – don’t click on suspicious attachments from a sender you don’t know or are unsure about their reputation.
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