How To Manage Your Mails On The Road

Just because you are a business traveller does not mean you have to be always glued to your iPad or iPhone screens, sifting through a thousand mails at one go to get to the more important ones on time. Following are some master apps that will do that job for you and save you some time, which you can use to experience new experiences.

For iPhone

To make sure you never miss an important mail again, use Email VIP, a free feature on iOS 6 that screens unimportant mails and create a list of of VIPs to ensure you have all your important mails in order. Then, you can adjust your iPhone’s notification settings to only provide alerts for those VIP list e-mails. It’s even easier to add photos and videos to email messages. And to refresh your mailbox, all you have to do is swipe down.

Another iPhone app, AwayFind, helps screen urgent messages and has advanced features as well. For example, the out-of-office message includes a link to an online form that a person can use to override your filter system and send a text message to your phone. So if you have accidentally forgotten to include someone to your very important list, they still can reach you when it’s urgent. The cost depends on the number of alerts you want to receive in a month; while upto 10 alerts is free, you’ll have to pay $15 a month for upto 1000 alerts a month.

For BlackBerry

This app lets you decide whether to look into an e-mail immediately or keep it for later. Using the BlackBerry front LED, you can assign up to three colours for different callers. The free app comes with a built-in option to filter alerts so you receive them from contacts you prioritise. The light blinks in one of three colours for up to three different people. You can easily stop blinking at any time with the menu item in every menu.

For Android Devices

If you have an Android and use Gmail, you can create Labels for all emails from people who are on the most important list. The free Android Gmail app customises the Label and Notification settings so you get alerts only when you have received a mail from the most important list.


Keeping You Sane

If you don’t want to spend time in creating filters and are worried about accidental omissions from your priority list, it’s time you subscribe to Sanebox.  Based on computer algorithms, the web-based tool determines the importance of each email, move unimportant messages out of the Inbox into a separate folder, and summarize them for you. SaneBox works for Gmail, Exchange, Yahoo, AOL, Apple Mail, Outlook, iPhone, Android etc. You don’t have to install or download SaneBox, as they just add a folder to your email. If you are constantly running out of space because of the heavy files you receive everyday as attachments, Sane Attachments comes to you rescue. It scans emails in your Inbox for attachments, puts them on Dropbox, and replaces them with a link. They also notify you when an email you sent was not replied to by a certain time, so you can follow up on it. It’s also a great way to send an email reminder to your future self.

Time it Right

Boomerang is another browser-based tool that helps organise when you want to send mails through its “Send Later” features. With Boomerang, you can write an email now and schedule it to be sent automatically when you want it to be sent. This comes in handy in case you want to send personal mails for birthdays and anniversaries. Use the calendar picker to tell Boomerang when to send your message. We’ll take it from there. You can also use Boomerang to take messages out of your inbox until you actually need them. Just click the Boomerang button when you have an email open, and choose when you need it again. Boomerang will archive the message. At the time you chose, Boomerang will bring it back to your inbox, marked unread, starred, or even at the top of your message list. Boomerang for Gmail is free for the first 10 messages and then $5 a month for unlimited usage, with a mobile browser version for iPhone and Android devices. The version for Outlook is free for one month and then $30 for a one-time fee for subsequent usage, but it isn’t available on smartphones.

Keep Track

If you check your mail mainly for flight, hotel confirmations and bookings, then use free TripIt app to store that information.  TripIt will automatically pull any relevant travel e-mails from your Gmail account. For those using Yahoo, you need to forward your confirmation messages to TripIt which will then present the bookings in mini-itineraries that can be viewed via its website and its mobile app (built for Apple, Android, Blackberry and Windows 7).




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