{"id":6285,"date":"2016-02-19T06:13:52","date_gmt":"2016-02-19T14:13:52","guid":{"rendered":"https:\/\/dottotech.com\/?p=6285"},"modified":"2019-05-30T10:24:38","modified_gmt":"2019-05-30T10:24:38","slug":"ask-dotto-tech-17-email-overload","status":"publish","type":"post","link":"https:\/\/dottotech.com\/ask-dotto-tech-17-email-overload\/","title":{"rendered":"Ask Dotto Tech 17 – Email Overload, Clean Up Your Act"},"content":{"rendered":"\t\t
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Email Overload<\/h2>\nUnfortunately, far too many of us deal with the difficult issue of email overload<\/strong>. So much of our communication is done digitally and through email in particular. It seems to be increasingly difficult for many people to find an email routine that leaves their inbox clean and their mind at ease. An inbox that is bursting at the seams has a great impact on your mind. Though you may close your inbox, your brain does not turn off the reminders that you have 3,453 emails waiting to be read, deleted or archived. Over time, this will not only increase your stress levels<\/strong>, but it will also max out your email storage forcing you to deal with it, or in the case of our reader John, create a brand new account and start the horror over again.\n

You Ask …<\/h3>\n\"1832f8e6\n

I Answer …<\/h3>\nJohn, you are a recovering email hoarder.<\/strong> Don't worry, you are not alone.\n\n
\n\n

Before we answer John's Question…..Steve Goes Old School!<\/h2>\n\"video2013<\/a>The first course I ever developed was called 3 Steps to Inbox Zero<\/strong>\n\nIt is focuses on EXACTLY THE ISSUE OF EMAIL OVERLOAD<\/strong>!\n\nIt may be a bit ragged around the edges (I was still figuring out my video style ect) bu the content is top notch!\n

Here is the Sign Up<\/a><\/h2>\n\n
\n\nNow on to John's immediate issue:<\/strong>\n\nStart by deleting and removing what you do not need from your account, the steps below will help outline how to do this quickly.\n\nMass delete messages:<\/strong>\nSelect>Select All Messages>Delete<\/em>\n\nStep 1:<\/strong>\n\"Email1\"\n\nStep 2:<\/strong>\"email2\"\n\nStep 3: <\/strong>\"email3\"\n\nRemove spam messages:<\/strong>\nSpam>Delete all spam messages now<\/em>\n\nStep 1:<\/strong>\n\n\"emailspam\"\n\n Step 2:<\/strong>\"emailspam2\"\n\n \n\nRemove repeated messages:<\/strong>\nEnter the Subject, To, or From into the search bar>Search>Select All>Select all messages that match this search>Delet<\/em>e\n\nStep 1:<\/strong>\"emailsearch\"\n\nStep 2:<\/strong>\"emailsearch2\"\n\nStep 3:<\/strong>\"emailsearch3\"\n\nDeleting messages from your mailboxes will move the message from that particular mailbox and into the trash. To free up storage space, be sure to delete the messages from the trash for permanent removal and to reclaim the space on your account.\n\nTo remove messages from Trash<\/strong>\nTrash>Empty Trash Now<\/em>\n\nStep 1:<\/strong>\"email4\"\n\n Step 2: <\/strong>\"email5\"\n\nOther Tools to Help with Email Overload:<\/strong>\n\nMany times, an overflowing inbox means you subscribed to numerous newsletters and haven't had a chance to unsubscribe from them all. Unsubscribing can be a tedious task. Unroll.me<\/a> is a tool designed to assist with this. We have a video on Unroll.me<\/a> that you may find useful.\n\nFind Big Mail<\/a>\n\nScans email to identify large attachments, compile them for your review so you can delete them and save on space.\n\nWe know that John is not alone in this battle of being inundated by email overload. It is a real problem for many. Once you have caught up and gained control of your email inbox by utilizing some or all of the steps recommended, adopting a plan such as inbox zero, will help to increase your productivity and decrease the stress of your inbox. A quick Google search will provide many resources for the concept of inbox zero.\n\nWe hope that these tips help you to take a sigh of relief, and avoid yourself being captured on an episode of Hoarders! Until next time … have fun stormin' the castle!\n\n\n\nSteve Dotto here. How the heck are you doing this fine day? Me? Like my friend, Billy, I am in a New York state of mind indeed. Today, we are going to answer quick little questions that you\u2019ve been asking me for some time here on Ask DottoTech, little answers to big problems that cause you much concern. Stick around.\nIf you have a question for me to answer, that is what this show is all about. You ask the questions. I answer them. Now where you go to ask these questions is right here on YouTube. Go into the Comments area and please post your questions there. I cannot promise to answer each and every question but I do my best. If it doesn\u2019t make it here on the show, I\u2019ll often answer it right within the forum itself. So let\u2019s dive into things, shall we?\nThe first question comes from Wan Ted who asked in reference to two-step verification. I did a video a while back on using two-step verification which is a terrific way to protect your privacy. Essentially, what two-step verification is you need to receive a code on your phone in order to access your Google account or one of your accounts, an account which requires security. It\u2019s two-factor authentication, not only your username and password but then also a remote service delivering you a code to go in. It\u2019s a great way to do things, far less inconvenient that it sounds. You should check out the video which we will link to right here.\nHaving said, Wan is concerned because\u2014and it\u2019s a legitimate concern\u2014\u201cWhat happens if I lose my phone? Does that mean that I can\u2019t ever log into my accounts?\u201d Great question, Wan, and it\u2019s one that we should all be concerned with. Fortunately, Google has thought of that as far as their two-factor authentication goes. We\u2019ll have a link to this particular document in the show notes, in the description below but these are the common issues that people have. Right there at the top, \u201cWhat happens if my phone is lost or stolen?\u201d They walk you step-by-step through what you need to do if your phone is lost or stolen.\nThe first thing you do is revoke your password and then you work your way through what Google recommends you do. So you\u2019ll be inconvenienced for a short period of time but you will be able to get back in. You will be able to set everything up. This should not dissuade you from using two-factor or two-step authentication. It is good and it increases your chances of keeping your privacy protected immeasurably. Two-factor authentication \u2013 I\u2019ve got nothing but good things to say about it.\nNext up, we have from Ricardo Rivera who asks, \u201cWhen I share a file in Dropbox, how can I take out the Share button on the recipient side so that they only have the option to download it?\u201d He wants to share the document but not allow the people to edit the document. I thought it\u2019s simple. In the Share options in Dropbox, you just tell people that it\u2019s a read-only document. So I mentioned that here but I will show it in the show and now I\u2019ve been brought up short because I was in error.\nWhen we visit Dropbox, where you go to set your sharing preferences is not in the desktop app but you have to go to the web version and you go into your account in Dropbox on the web. There you can choose to share any folder or any file. If I open a folder here that I wanted to share and I click here on this little rainbow folder that says Share this folder, then I can type in the name of anybody who I want to share this document with. Simple so far, right? Of course, right.\nBut look here, anyone can edit. Anyone can view but that\u2019s greyed out. See, this what I was wanting him to use in order to have people just view the document and not be able to edit it but it\u2019s greyed out. Why is it greyed out? It turns out Dropbox wants us to pay for that particular privilege. Open sharing? Free. Just read-only? It\u2019s one of the Premium features so you have to have a paid account, not the shared or the free account which is what I am obviously running here now and what I imagine Ricardo is also running. So I was in error, Ricardo, when I said that you could just do it by going to the sharing. You have to upgrade to the Premium version to do what you want to do. Hmm\u2026\nNext up, we have Jack and I\u2019m not even going to try and pronounce Jack\u2019s last name. Jack\u2019s asking specifically about Evernote, how I add the atlas feature which I showed in a video we did quite a while ago, which is one of my 5 Favorite Evernote Features. The good news, Jack, is the atlas feature is still one of my five favourite features in Evernote and it\u2019s pretty simple and straightforward to access. But I suspect the reason why you\u2019re having an issue is you\u2019re using the web version where it tends to be hidden.\nHere is what the atlas feature does. I\u2019ve got it here available on my side bar right here so I click on the atlas feature. It brings up everywhere I created notes. It\u2019s brilliant. It uses geo-location services so if you create a note or take a picture of a receipt or whatever it is when you\u2019re on the road traveling anywhere, you can sort all those notes by where they were created, not just by the time or by the title as you would do with normal search. So if you\u2019re on the road and you\u2019re in a restaurant and you take a picture of the receipt, rather than have to search for the name of the restaurant when you go to submit the receipt, you can just look for where I was when I created that note. It\u2019s a great feature.\nHow do you access it? Well, if it\u2019s not available in your side bar in the desktop version, right-clicking your mouse allows you to turn on and off what you see. So you can turn on the atlas from here. Failing that, you could at any time go onto the View menu in the desktop version and choose Atlas from the View menu. Unfortunately, it does not appear to be available in the web version so you could only access the atlas through the apps, the desktop version or the mobile version. I hope that that answers that question.\nFinally, G-D A asks actually based on last week\u2019s Ask DottoTech. He said one day he decided to put an avatar in his Gmail account. He added an avatar to his Gmail account and it was a mistake. Now he wants to remove the signature, the image from the signature within his Gmail account and he cannot figure out how to use it. I\u2019m a little bit confused about what the issue is because I will show you in a moment. He mentions that there\u2019s lots of help online available to change your overall avatar for your Gmail or for your Google account, which I actually found some problems with as I was doing research on this. So let\u2019s just dive in and make sure that you all understand what we\u2019re talking about as far as changing the avatar in your signature file.\nIn Google and Gmail, if you go under the gear setting at any point, you can go into the Settings and on the first page of Settings\u2014there are multiple different pages of settings here\u2014if we scroll down to the bottom, we will have a signature where we can add a signature to our email. Now he said he added an avatar. I don\u2019t see any link to create what Google is calling an avatar but I have pasted in a picture myself. If you want to remove it, you can just be able to click on it and click on Remove and it should remove it. So I think that\u2019s probably the issue you\u2019re having. You haven\u2019t probably gone into the Settings to find this, but I\u2019m not positive.\nHowever having said that, as I was going through setting up and playing with our different images, I discovered something kind of unique about Google account. Changing is our personal avatar, this picture that we have is not the same at all times. Let me show you. If we go into our Google profile here and I want to change this picture that I have here, that I\u2019m using here, I can go in and I can click on Edit profile, which will then allow me to change the picture just by clicking on the little camera icon. So if I wanted to change it\u2014let me upload a different photo because I\u2019ve got a few of them. I\u2019ll do my thumbs up one. There we go. I\u2019ll open that. So I\u2019ve got all these great little pictures that I can use for this sort of thing.\nWhen I upload the photo, look, what it does. It just drops it in. It didn\u2019t allow me to frame it or do anything with it. It just dropped it in. It gave me no editing options right here from the Edit profile. I don\u2019t like that. I want to be able to frame it myself. So I discovered if you go to this page here which is Google About Me, which brings you to the About Me page, if we go in and we edit our picture here, when we go and use any of the pictures here\u2014there we go, I\u2019ll use this one here. There we go, I\u2019ll choose that one there\u2014I can actually frame it, I can position it exactly where I want and I have an awful lot more control over it.\nNow one thing I noticed and it\u2019s a little bit confusing to me how Google handles these things, it seems that some of the images are available when I do the account this way and if you noticed, there were other images available in the last time that I edited it. Whether or not that\u2019s a Gmail, Google+ thing, it gets a little bit confusing and Google of course does nothing to help us discover it. But if you want to control your avatar that appears in your Google profile, I suggest that you go to your Google About Me page. There you can go and you can edit everything else that appears in your file as well. This would appear to be the best place for updating your profile information.\nThat is it for today. I hope that you found today\u2019s videos to be useful. Now there are three ways to stay in touch with us here on DottoTech. The first is please subscribe to this channel. The second is subscribe to our newsletter. Then you\u2019ll hear about all of our upcoming live events and webinars and we\u2019re doing an increasing number of training and tutorial webinars. Finally, DottoTech is funded through the support of people like you at the crowdfunding site, Patreon. I encourage you to drop by, have a look and discover what it means to be a patron of DottoTech, what it does for us and what perks are available for you. Till next time, I\u2019m Steve Dotto. Have fun storming the castle!\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>\n\t\t
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Email Overload, we all deal with far too many emails, Steve Dotto helps you manage your inbox on Gmail and keep stress at bay.<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"passster_activate_protection":false,"passster_protect_child_pages":"","passster_protection_type":"password","passster_password":"","passster_activate_overwrite_defaults":"","passster_headline":"","passster_instruction":"","passster_placeholder":"","passster_button":"","passster_id":"","passster_activate_misc_settings":"","passster_redirect_url":"","passster_hide":"no","passster_area_shortcode":"","footnotes":""},"categories":[247],"tags":[738,739,740,741,742,743,744,745,746,31,747,748,749,750,751,752,753,754,755],"_links":{"self":[{"href":"https:\/\/dottotech.com\/wp-json\/wp\/v2\/posts\/6285"}],"collection":[{"href":"https:\/\/dottotech.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/dottotech.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/dottotech.com\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/dottotech.com\/wp-json\/wp\/v2\/comments?post=6285"}],"version-history":[{"count":0,"href":"https:\/\/dottotech.com\/wp-json\/wp\/v2\/posts\/6285\/revisions"}],"wp:attachment":[{"href":"https:\/\/dottotech.com\/wp-json\/wp\/v2\/media?parent=6285"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/dottotech.com\/wp-json\/wp\/v2\/categories?post=6285"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/dottotech.com\/wp-json\/wp\/v2\/tags?post=6285"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}