Fix the Inbox part 3:Spam

Managing Your E-mail Inbox: Deal With Spam

One way to conquer e-mail overload is to eliminate spam and other unwanted messages. If you are getting an inbox full of spam, take these steps to end it.

•    Use a reliable Internet service provider. Your ISP should be using the best technologies to block spam on the server side, Duncan says. Also, make sure your Web host meets the same requirements.

•    Keep your clickable e-mail address off the Web. “There is no valid reason for putting your live, clickable e-mail address on the Web,” insists Duncan. Spambots scour the Internet (they even look at online PDFs) looking for the @ symbol and all that comes with it. Instead, spell out the “at” when you post your contact information.Google all of your e-mail addresses to see where they show up, and then remove them, says Duncan. “Then sign up for Google Alerts so you’ll be notified if they show up anywhere later,” she adds.

•    Avoid using auto responders. Out of office replies are common but contribute in a real way to e-mail overload. “You’re auto responding to the spammers,” say Duncan. “You’re letting them know that yours is a legitimate e-mail address.” Only use an out-of-office message when you are away for very long stretches of time, not for every day off you take to go to the dentist.

•    Get a powerful spam blocker. Invest in proven technology such as Cloudmark Desktop. “It works in the background and doesn’t challenge valuable people who want to reach me,” says Duncan.

•    Turn up the security volume in your e-mail software. Set your security at High.

•    Get a new set of e-mail addresses. If after all this you’re still getting a lot of spam (which is not likely), try changing your company’s e-mail addresses, and start over.

Excerpt: Inc.