I have several tips and tricks relating to emails. With the daily fire-hose that comes into my inbox, I’ve come up with several strategies to manage the madness.
This is the newsletter management strategy that I use. I never use my ‘real’ email address to sign up for ANYTHING.
To get started, first you will need to have email catch-all setup. There are many ways to do this depending on your domain registrar and email host. I use GoDaddy Professional Email but another good one is Google Gmail for Business.
This will allow you to make up email@example.com on the fly and it goes to your inbox.
WikiPedia says: For example: if firstname.lastname@example.org is configured to be the catch-all email address on example.com, then any email sent to an undefined @example.com email address will be forwarded to email@example.com instead of being rejected as an Undeliverable message or Unknown User error. Therefore, if the sender misspelled it “conttact” it would be automatically redirected to the correct address.
So when I signup for a enewsletter I use firstname.lastname@example.org. If it’s about health, I use email@example.com, business-related – firstname.lastname@example.org or about products – email@example.com etc.
If you use Gmail you can do this to in a different way. When you add a plus sign any word after your name but before the @ sign, it will still reach you. So this would look like firstname.lastname@example.org . Read more about this on http://fieldguide.gizmodo.com/how-to-use-the-infinite-number-of-email-addresses-gmail-1609458192.
Then I set up a rule in Outlook (its a filter in Gmail) for them to go into individual category folders/labels and bypass the inbox. When I’m ready to look at newsletters, I just look in the folders.
This has an added benefit over time. When I first started doing this, I used email@example.com. After a couple of years, I started getting a bunch of spam to it. That’s when I switched to just using firstname.lastname@example.org (changing all of the subscriptions) and set up a forward for those email addresses to go to a email@example.com to be completely removed from my mail system.
Another benefit example for this is; For a specific person/list, I use one unique email address firstname.lastname@example.org and a couple years later started getting spam to it. I knew exactly who it was coming from and that their list had been compromised as I hadn’t used it for anyone else. I was able to change and forward that one.
I also want to mention that in your own email newsletters, to make sure that you have the option for your subscribers to ‘update’ their info in addition to ‘unsubscribe’. During this transition, I ended up leaving a lot of lists because they only had the ‘unsubscribe’ option and I didn’t want to go hunting down how to sign back up (many of them didn’t even have a link back to their main site).
WhoIs Domain Strategy
When you register a domain name, your contact details are listed publicly for anyone to look up by going to places like https://whois.icann.org or https://who.godaddy.com.
You can pay extra per year to make it private.
But if you don’t, you could get a rash of unwanted emails from “helpful web professions offering to help you with your new domain”.
So the idea came to me to make that email address different than your real one. I use email@example.com.
This will let you know that they got your email from the WhoIs page and then filter those to a different folder.
Plus anyone viewing to details from the WhoIs lookups, will get that email and not your real one.
Email Naming Convention
It is highly recommended to purchase a domain and set up a profession email address rather than just use Gmail for your business. Every time you send an email from a domain-based address, you’re putting your domain name in front of customers and encouraging them to visit your website.
But once you do that, you have a decision to make of what will be the “local-part” or the characters before the @ symbol to be.
You want it to be memorable and easy to SAY and spell.
For business, I’ve used firstname.lastname@example.org, email@example.com and firstname.lastname@example.org.
For personal email addresses, doing email@example.com seems weird to me. So I’ve tried firstname.lastname@example.org (when verbally telling this one, people don’t get it – so don’t use it). Now I use email@example.com & firstname.lastname@example.org.
I’ve covered a lot of topics and hope that this has helped you. Let me know in the comments.
If you like the ideas I have but want technical help in implementing it, I’d love to help you.
Just head over to my Introductory Call page and schedule a time for us to chat.
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