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Ask the Master Newsletter Archives
Welcome to the previous editions of the Ask the Master newsletter.
On your left you will find links to tips and the how to’s of
running a Virtual Assistant practice. We hope you enjoy your stay
and if you have a question you’d like answered send it to submission@vatp.ca.
Ask
The Master
February 2003 Volume 2/Issue 3 |
Exploring Email
The Information Highway is your roadmap. What's your destination
and how are you going to get there!
A key communication tool for any Virtual Assistant is email. It allows
for information exchange at our fingertips knowing no boundaries or
time restrictions. It can be your best friend or your worst nightmare!
In this edition of Ask the Master we are going to explore the world
of email and look at how this technology can support us. Fasten
your seatbelts
Warmly,
Mary-Lou Ashton
Master Virtual Assistant
Questions In This Edition
(Click on the links to go to that question.)
What email program
do you recommend?
There are lots of programs available that may suit your needs however
my personal preference is Microsoft's Outlook, not Outlook Express
but the full version of Outlook.
The reason I use and recommend this program is two fold. The program
is much more than just an email program. You can keep your calendar,
reminders, contacts, journal entries, task lists and notes all in
the same program. It is very robust and eliminates the need for
2 or 3 different programs. It also has filtering and organizing
features along with lots of options for processing emails and the
ability to set up multiple accounts.
How do I access my
client's email from my computer?
Since I use and know Outlook the instructions I provide will be
for that program. However, most email programs are similar and you
should be able to figure it out for your specific program.
Go to "Tools", "Accounts" then "Add"
a mail account. The wizard will ask you for a "Display name"
and the "Email address" (use your client's). It will then
ask for the client's "Incoming mail server" (usually a
Pop3) and the "Outgoing mail server" (SMTP) and the Pop3
and SMTP is normally the same for both. Next will be the "Account
name" and "Password" for the account and then how
you will be connecting to the Internet, dial-up or LAN. If you select
dial-up you will need to set up the information to connect to the
client's dial-up connection or their ISP (Internet Service Provider).
LAN settings require no additional information.
Basically you are just setting up your client's ISP account information
on your computer using their information. You will need to fine
tune the account to indicate "Reply address", if you want
it included when receiving mail and if you want to leave a copy
of the messages on the server so the client can still download.
How can I send emails
on behalf of my client?
To send an email so it looks like it comes from someone other than
yourself you follow the instructions above only this time use your
account information and the "Display name" becomes the
name of the client you want to represent and the "Reply address"
is that of the client as well. When you are sending emails you simply
select the option to send it on the appropriate account.
What is the difference
between aliases, pop accounts and auto-responders?
Not everyone will have access to these features and they are usually
provided by hosting companies to go along with your web site.
When you are hosting a domain name such as vatp.ca you can create
aliases for that domain name like marylou@vatp.ca or info@vatp.ca
that are forwarded to your real ISP address such as address@shaw.ca.
These are called aliases.
A pop account is an email account set up on the hosting company's
server and not forwarded anywhere. You would use your regular email
program to access the account. Pop accounts eliminate the forwarding
aspect.
Auto-responders send an automatic reply when an email is sent to
your account. It sends a pre-configured custom reply back to the
sender. The auto-responder can also deliver the original message
to an alias or POP account as defined by you so you also receive
the original email. Use them to send thank you notes to customers,
let them know you are on vacation, and much more.
What are some tips
for managing emails?
One touch all your emails. Either do it - now, delete it, delegate
it, date it to do later. Plan and block specific time to process
email instead of responding as they come in. Colour code emails
so each client has their own colour. Organize email as it arrives
by sorting into folders. Implement urgency coding with clients i.e.
URGENT in subject requires 24 hour turn around etc. Filter spam.
Limit subscriptions to ones you actually read. Set up private email
addresses for clients only. Communicate what you do or do not want
to see i.e. jokes.
Set up boundaries that support the best use of your valuable time.
Brought to you by
Virtual Strategies
and the Virtual Assistant Training Program
Making dreams reality!
www.vatp.ca
info@vatp.ca
1-604-483-3740 |
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