eM Client Blog

8 Apr 2014

Simplify eM Client Address Book with Categories

If you're like most people, you have hundreds of contacts in your address book. While they are alphabetical, it can be difficult to find each person you want to contact when you're trying to get an email sent out. We know all about this difficulty, which is why we have included the contact category feature in eM Client.

Contact Category Feature

With this feature, you can assign each contact a category. Go to Tools > Categories and you will see a list of categories under the Contacts tab. This list is:

  • Business
  • Home
  • Fun
  • Personal 
  • School
  • Sport
  • Important
  • Phone Call
  • Hot Contacts
  • Key Customer
  • Suppliers
  • My Contacts
  • Friends
  • Family
  • Coworkers
  • Starred in Android

As you can see, this is a lengthy list. We wanted to give you a lot of options and an idea of how you can organize your contacts. If you don't see a category you would like to group some contacts into, feel free to create your own or edit one of the ones already there. Simply click on Add to create a new one or Edit to change one.

Once you have the categories you'd like to use, go into your Contacts. Double click on one of them and then look down to the fifth field under the General tab. You should see the Category field with a drop down menu. Choose the category you would like to file that person into. After that, you can then simply click on Save, and move on to the next person.

With every person assigned to a category, you can now email or find information about everyone in a specific group easily. When you click on Contacts in eM Client, you will see on the left sidebar a list of categories. If you want to see everyone in the “Coworkers” category, simply click on that, and you will see everyone there.

Just keep in mind, your contacts will automatically save to My Contacts if you don't choose a category. If you are every missing a person in a category, it's probably because he or she has been filed under the default category.

Tips Using Categories

When you are in the category, you can send an email to all the people in it by highlighting everyone and then choosing New Message when you left click on it.

You can send the contacts to someone by selecting Send Contacts after left clicking it. This is perfect for someone new to the office that needs to know all of the email addresses of the people in the department.

If you don't want to go into the category every time to highlight everyone and then send them a message, you can create a Distribution list. Simply left click again and select Distribution list. You can then name it, and the next time you need to send an email to everyone in that category, you can just type in the name of the Distribution list.

Now that you have this new way to organize your contacts list, go ahead and do it. It will save you time and keep you from getting frustrated as you try to find people in a contacts list of hundreds. 

2 Apr 2014

The Best Shortcuts to Use with eM Client

Most people who use eM Client as their email client are unaware of the many shortcuts they can take to make using the client even more convenient and powerful. Once you learn these shortcuts, you can start to deal with email, calendar, tasks, and chat faster and more efficiently.

Using All Inboxes

Many users of eM Client have more than three email accounts connected to it. Going from one inbox to the next takes time, and can increase the risk of missing valuable emails when missing one of the inboxes. Instead of going from one inbox to the next, we suggest simply clicking on All Inboxes under the Smart Folders section of eM Client. This will display all emails from every inbox, so you can go through them all without going to different accounts.

Saving Important Emails

While you can create a folder named Important to save emails you need to go back to at a later time, we suggest a faster, simpler way. You can simply click on the flag on the left side of an email to add it to the Smart Folder “Flagged.” When you need to go back to an email, you can simply click on Flagged, and it will be waiting for you there.

Text Shortcuts

Ctrl+B = Bold

Ctrl+I = Italics

Ctrl+U = Underline

Other shortcuts

Ctrl+N = New Email
Want to start a new email without navigating to the new icon on the menu bar? Simply press ctrl+N and a new email will pop up.

Ctrl+R = Reply
To reply to emails, you can simply press ctrl+R for the reply email to come up.

Ctrl+A = Select All
Want to select all emails in your inbox to move them to another folder? Press Ctrl+A and they will all highlight.
Try this: Use Ctrl+A to highlight all emails in a folder, and then move them to Flagged – they will all instantly be flagged.

Ctrl+S = Save Email
Want to save an email to your computer? Click on the email and press Ctrl+S. This will bring up the window to save the email as a file.

Ctrl+F = Forward Email
If you want to forward an email to someone, you can use Ctrl+F to do it.

Ctrl+T = Translate Email
Do you have an email in a language you are not proficient in? Use the short Ctrl+T to translate the email quickly.

Ctrl+P = Print an Email
Want to print an email? Just press Ctrl+P and you will be able to send it to your printer.

Ctrl+F = Find and Replace
While in an email, you can use Ctrl+F to find words and replace them with another word.

Ctrl+M = Next line
Using Ctrl+M will go to the next line in an email.

Ctrl+D = Delete
Delete an email quickly with Ctrl+D.

There are many more shortcuts, but these will get you started. Come back often for more tips and tricks to using eM Client the way it was meant to be used – quickly and simply.


 

26 Mar 2014

How to do a Backup of eM Client data

Email is one of the most used forms of communication right now. Most people prefer using email over calling someone because it leaves a trail of correspondences to go back to later for clarification.

What happens if those emails get lost though?

This can be devastating for some people. All of the information people need to work efficiently is saved in folders sometimes. Losing them could mean losing business, and that's money down the drain. Thankfully, with eM Client, you will never have to worry about losing emails. You could have all of your emails in every folder saved in case of data loss. What's also so great about eM Client is you don't have to remember to back up your emails.  The automatic backup system can do it for you whenever you want it to back up.

To take advantage of this feature, all you have to do is have eM Client, which is a FREE download. Once you have it set up, follow these steps to have your emails backed up regularly.

  1. Go to Tools towards the top of the window located next to Help.
  2. In the Settings window, you will see a sidebar with a list. Under the first category General, find Backup and click on it.
  3. This will give you a screen that looks like this:

Backup settings
 
Click on Enable Backup.

This will activate the ability for you to choose a Target Directory, Frequency, and Preserve Last.

The Target Directory is where you can specify where you want the backup files to save. Most people leave this section as is because it defaults to a folder on Documents with the name eM Client.

The Frequency is how often you want your emails to be backed up. Most people leave it at 1 day because that provides the most safety in case of a crash; however, you can set it up to back up every three days, weekly, every two weeks, every month, every two months, or every six months.

The Preserve Last allows you to save as many as five backups. So if you backup every day, you will have a backup for the past five days. If you do it weekly, you will have a backup for the last five weeks. If you back up every month, you have a record of the last five months of backups. People do this when they want to go back to look at emails during a certain time period without having the newest emails in the way.

Once you choose your settings, you can click on Apply and then OK. This will save your settings, and eM Client will be ready to back up your emails as specified.

Please note that the backup feature cannot be run along with eM Client. eM Client has to be closed for the backup process to begin. In case of the manual backup eM Client will close itself, in case of the automatic backup a notification window will pop up asking you to close eM Client manually.

Now that you know how to back up your email using eM Client, do it now. You don't want to risk losing all of those important emails, do you?

17 Mar 2014

Organize Emails As They Come Into Your Inbox with Rules

Imagine this:

You open your eM Client and look at your inbox. There's only maybe five emails listed. You quickly see they are unimportant, so you delete them. You don't feel overwhelmed at all.

You decide to check your work folder to see what you need to do that day. You see that there are only three emails there. Phew! You look through them and realize you just need to keep one of them handy because the other two are correspondences that can be filed away in other folders just for information.

Later in the day, you decide to check your personal folder. You have four emails in that one, which take you about 15 minutes to go through and answer. If you had all of the emails in your inbox from your work and personal folders, you would have had 12 emails to face as soon as you opened eM Client. If you're like most people, that would make you groan and want to run the other way.

With having all of your emails going into separate folders, you don't have to face a large list of emails. You can take care of them as you have the time without feeling bombarded.

The way you send emails to separate folders is to create rules. By choosing rules for your emails, eM Client will know right away where to file your emails as they come in.

The following are the steps you'll need to know to start creating rules in eM Client:

  1. Go to the top navigation bar and click on Tools.
  2. Go down the list until you find Rules, and click on that.
  3. A window comes up that looks like this:
 
Creating Rules

 

 This is where you can see all of your rules. By default, your eM Client manages your spam emails, but there's many more you can add to it. Once you add rules, you can modify or remove them as necessary.

Adding a Rule

When creating a rule, you have six choices.

  1. File emails from a specific person to a specialized folder. 
  2. When an email has a keyword in the subject, it will be delivered to a specific folder. 
  3. Keywords in the body of the email will be sent to a certain folder. 
  4. Spam emails can be moved to the Spam folder.
  5. You can set categories for certain people. 
  6. Instruct eM Client to do something special to emails sent.

Let's say you want to move all emails from your boss to your work folder. You can simply click on New Rule, and a window will come up with the first option being “Move message from someone to a folder.”
 
Creating Rules2 

Below this section, you will find where you can input the variables. The first one has the hyperlinked “received” option to change it to emails sent rather than emails received. Keep it as is if you want the rule to only apply to received emails. If you want both, you'll have to create another rule for the sent emails.

The second input you'll need to make is for people, which is hyperlinked. Click on ‘people' and choose your boss' name from the address book.

Finally, click on folder and choose the folder you want those emails to go to. 

Click on Finish and you're all set. You'll notice all of the emails from your boss will go to the folder you've chosen.

Play around with the rules. It's really a great feature you'll learn to use for just about every part of your life you receive emails for.

14 Mar 2014

How to Create Smart Folders

Many eM Client users are unaware of all the features available with this email client. One of these features is smart folders.

Regular folders are those that you drag files or emails to and can do whatever you'd like with them manually. Smart folders work by themselves. They hold files and emails that are automatically placed in them.

So let's say you want to have all of your emails from your boss automatically deposited into a folder that has a title of Boss Emails, you can simply have this done, and check that folder for all new emails from him or her. That means your primary inbox will remain free of work emails from your boss, and you can take care of his or her requests at your leisure.

This is such a great feature to have because you can create a folder for just about any part of your life. You can have one for family, friends, sports, clubs, etc. It's the automated way to organize your online communication.

How to Set It Up

Setting up smart folders is easy. All you have to do is create rules for the folders.

  1. Go to Tools and click on Rules.
  2. On the right side of the window, click on New Rule.
  3. Click on “After message has been received.” And then click on Next on the bottom of the window.
  4. On the next window, click on “from people” and then choose Next.
  5. On the next window, click on “move to folder” and then choose Next. This window is for exceptions. If you want important emails to still go to your inbox, you can add whatever criteria that will signal eM Client that it's important. For example, if your boss always writes “Urgent” in the emails you need to take care of immediately, you can choose “except with words found in body or subject.”
  6. Once you get to this point, click on the hyperlinks and choose the settings such as the people (boss' email) and the folder you want the emails to go to. You'll notice the word received is hyperlinked. This is for people who want to create a rule that saves sent emails to a folder. If you just want your boss' email to go in the folder, leave it as is, but if you want both received and sent, all you have to do is create another rule for the sent ones.
  7. Once you are done with the settings, you can click Next.
  8. On the last window, you will give this rule a name. You can label it “Boss Email Smart Folder” or anything you would like, so you know what it is for to go in and make changes later on.
  9. When you're done naming it, go ahead and click Next.
  10. Your rule and smart folder is now set up. You can now wait until your boss sends an email to see how well it works.

Again, you can create smart folders for just about everything. Simply just follow the steps above, and you'll be set up to have all of your emails nicely organized just the way you need them to be.

Want to Delete a Smart Folder?

If you want to delete a Smart Folder, you can easily do that by first removing the rule for it. Click on Tools and Rules again. Click on the rule you want to remove. On the right side of the window, click on remove rule. Click on Yes to confirm the deletion of it, and you are all set.

All you have to do is remove the emails already in the smart folder by moving or deleting them. You can then delete the smart folder completely.

Want to Modify the Rule for the Smart Folder?

It's easy to change the rule for the smart folder. All you have to do is Click on Tools and then Rules. From there, click on rule you want to change, and then click on “Modify rule.” You can then go through the wizard and make the changes you need to.