Lite1.7 Blog

This article will walk you through the process of configuring multiple Gmail accounts on an Android device. It also discusses why you may want to have multiple Gmail accounts. The instructions in this article are applicable to Android versions 2.2 and higher and should work with any Android phone.

How to Setup Multiple Gmail Accounts on an Android Device

Gmail is a free email service provided by Google that does much more than send and receive email. If you have more than one Gmail account, an Android smartphone can be configured to use all of them.

It’s simple to add one or more additional Gmail accounts to your Android phone.

1. On the phone’s home screen, tap the Gmail icon or locate it in the application list.
2. Tap the menu button in the upper-left corner of Gmail to reveal additional options.
3. At the bottom of the menu, scroll down and tap Settings.
4. Tap Add account on the Settings page.
5. On the Configure email page, select Google.
6. The phone loads in a few seconds and, depending on the level of security, may prompt you for a password. That is because by adding this email address to the phone, you are creating a second Google account.
7. When the process is complete, the Gmail sign-in screen appears. Enter your existing Gmail address or click the Create account button at the bottom of the page. If you already have a Gmail address, click Next to proceed.
8. Follow the on-screen prompts to enter your username and password, as well as any other required information.
9. When you’re finished, the Gmail Settings window will appear. The new account appears beneath your previous one.

Once the second account is added, both Gmail accounts are connected to your Android phone, and you can send and receive emails from either account as needed.

Justifications for Having Multiple Gmail Accounts

There are numerous reasons to have multiple Gmail accounts. Separating personal and work email accounts is one way to maintain a work-life balance. This way, you can take a vacation without checking your work email while maintaining contact with friends and family.

A separate Gmail account can be used for non-essential email, such as signing up for newsletters, sale alerts, promotional emails, and sweepstakes registrations. When you provide these sources with your email address, they send you numerous messages. If the promotion or sweepstakes sells your email address and other personal information to another legitimate organization for marketing purposes, your inbox will become even busier. Finally, less reputable spam sources can obtain your email address, resulting in an abundance of junk email.

These messages are collected in a separate Gmail account, separate from your important personal or work email inboxes. You can choose to ignore that account and save yourself the time and effort of sifting through spam to find important messages.

Gmail also offers email message filtering, which means that even within your marketing and promotional email account, spam and junk mail can be separated from newsletters and sale promotions that are of interest to you.

Keeping track of the contents of multiple calendars is certain to result in missed events. Consolidate your schedules by importing information from all of your calendars into a single application. Whatever format or version number your calendar applications use, there is a good chance they can export your events and appointments to an ICS file. ICS files can be imported into the majority of calendar applications, including Google Calendar and Apple Calendar.

You can import your calendar entries into your preferred calendar after exporting them as an ICS file with the.ics extension. There, you can choose to merge the entries into your existing calendar or create a new calendar within the application you’re using.

• Import ICS Calendar Files into Google Calendar
• Import ICS Calendar Files into Apple Calendar
• In Conclusion

Import ICS Calendar Files into Google Calendar

1. Go to calendar.google.com and open Google Calendar.
2. On the top of Google Calendar, click the gear icon to the left of your profile image.
3. From the drop-down menu, select Settings.
4. From the options on the left side of the screen, select Import & export.
5. Select Import from the Import & export menu. In the Import section, click the Select file from your computer option. Locate and open the desired ICS file.
6. From the Add to calendar drop-down menu, select the calendar to which you want to import the ICS events.
7. Select Import.

Import ICS Calendar Files into Apple Calendar

Apple Calendar, like Google Calendar, makes it simple to import ICS files.

1. On your Mac, open Calendar. On the menu bar, click File and then select Import from the drop-down menu.
2. Locate and highlight the ICS file you wish to import, then click Import.
3. Either select an existing calendar to which you want to add the imported events, or create a new calendar for the imported schedule by selecting New Calendar.
4. Click OK.

In Conclusion

The ICS file format is a standard calendar format that is supported by a wide variety of calendar and email applications, including Outlook for Microsoft 365, Google Calendar, Yahoo Calendar, and Apple Calendar. ICS files are text files that contain information about meetings such as the title, time, and attendees.

Do you want to know how to modify your Gmail address in order to create dozens of variations that appear unique to senders without creating new Gmail accounts? Then this article is for you.

Place a Dot Anywhere

Gmail ignores periods in addresses, which means that if you include a dot anywhere in your email, Gmail will treat it as if it does not exist. However, any website for which you register will recognize your dotted email address as distinct from your non-dotted one; this means you can register for multiple accounts on the same website without requiring multiple email accounts.

Here are a few examples. Keep in mind that each address is identical, which means that you could send mail to all of them and it would all arrive in the same Inbox.

• [email protected]
• [email protected]
• [email protected]
• [email protected]
• [email protected]

You cannot add a period after the @ sign, but everything preceding it is editable. You can even include multiple periods, as follows:

• [email protected]
• [email protected]
• [email protected]

Again, Google indicates that all three email addresses above are identical. You could, however, create three Twitter accounts using those addresses because Twitter assumes each address belongs to a unique person.

Exception to the Add a Dot

Additionally, you could add several periods adjacent to one another. This method, however, works only for logging into Gmail; if two dots are adjacent to one another, you cannot send someone a message.

• these…..are…..the…[email protected]
• theseare.the…..s.am…[email protected]
• t.hese.a.r…[email protected]

Include a Plus Sign

Another way to generate multiple Gmail addresses using only a syntax trick is to add a plus sign (before the @) to the end of the username. This enables you to add additional words to your address, resulting in a significantly different appearance.

The following are some additional examples for the email address [email protected]:

• [email protected]
• [email protected]
• [email protected]

Reasons for Including a Plus Sign

Therefore, why would you want to include a plus sign in your Gmail address? Apart from deceiving some websites into allowing you to create multiple accounts, you can more easily determine whether a website is selling your email address to advertisers.

For instance, if you sign up for a website using the email address [email protected] and immediately begin receiving emails from companies you’ve never contacted, you can bet that the website you signed up for shared your email address.

In addition, you can create Gmail filters using your plus-sign addresses. For instance, if you sign up for an email newsletter using the joeman+ilovehunting address mentioned previously, you could configure Gmail to automatically filter emails sent to that address into a folder containing only messages from that hunting newsletter.

How to Configure Email Filters for Addresses That Have Been Hacked

How to configure email filters using your hacked Gmail address is as follows:

1. On the upper right-hand side of Gmail, click the gear icon, and then click See All Settings from the drop-down menu.
2. From the Tabs list, select Filters and Blocked Addresses.
3. At the bottom of the page, click Create a new filter.
4. In the To text box, type the unique Gmail address. For instance, if you want to filter all emails sent to [email protected], you could type [email protected].
5. Select the Create filter option.
6. Select a label next to Apply the label to automatically move messages sent to this address to a specific folder. Also, that drop-down menu contains an option for creating a new label.

Likewise, select any additional options you wish to enable, such as Mark as read or Never send it to Spam.

7. To complete the filter, click Create filter.

Periods and Plus Signs Are Ignored by Gmail

These Gmail address customizations are possible due to Google’s disregard for periods and plus signs in email addresses. It treats all incoming mail, regardless of whether it contains a dot or a plus sign, as belonging to the same account. Periods and plus signs are simply not present in Gmail.

If this is confusing, consider the following: When you signed up for Gmail and selected your email address, you could have used the tricks described above and ended up with the same address you currently have. Indeed, you can log into Gmail using one of these modified addresses, and Google will redirect you to the same email account with the same emails, contacts, and other data.

Free email accounts are many, but some stand out among the rest. This article discusses the best free email accounts and their features.

• Gmail
• Outlook.com
• Yahoo Mail
• Yandex Mail
• ProtonMail
• iCloud Mail

Gmail

That Gmail is the best free email account is no surprise. Google’s free email service is sleek, well-integrated, and spam-free.

It also allows you to snooze emails, schedule emails to be sent later, and read mail offline. Emails can also expire and require a unique code to open, be stored in a 15 GB vault, shared via Drive, undone, and have vacation responses set up.

Gmail is now more tightly integrated with Google’s other products, thanks to Google Workspace. Workspace allows you to share files and hold virtual meetings. It works with Meet’s picture-in-picture feature so you can see and hear others while writing or reading emails.

You can change the look of Gmail’s interface, access advanced settings, create filters and labels, import emails from other accounts, and use a chat client. Gadgets (add-ons) extend Gmail’s functionality.

Outlook.com

Microsoft’s free email service, Outlook.com, has a similar user-friendly interface to Gmail. It’s easily second to Google’s service, if not tied.

When you right-click an email, you can move, delete, or search for all emails from that sender.

Outlook supports mail rules, allowing you to automatically move new messages to a folder, categorize, flag, or forward them. You can also use add-ons like PayPal and DocuSign to connect directly to Skype via email.

Yahoo Mail

Yahoo Mail is notable for giving new users 1 TB of free email storage.

The compose window is similar to Gmail, with one useful difference: switching between inline image and file attachments is quick.

This is probably the best email service for aliases. You can create anonymous Yahoo addresses linked to your inbox. This feature is useful when signing up for accounts and you don’t want your regular inbox spammed.

You can also import contacts from a file on your computer or other accounts like Facebook or Outlook, and use themes to change the website’s background and color scheme. You can also attach files from Google Drive or Dropbox, use the online calendar, and connect external accounts to manage email from one place.

Yandex Mail

Yandex is a Russian company that offers free email accounts, 10 GB of cloud storage, and a search engine. Like Google, your Yandex.Mail email account allows you to log into multiple services.

It has a nice look. It’s simple to read and maintains all necessary tools. This service supports email filters, contact importing and exporting, tasks, and hotkeys.

But it’s also one of the best because it’s so unique. You can easily forward multiple messages as file attachments. The part after @ can be your website domain name, and delayed messaging is supported (for free).

ProtonMail

ProtonMail is unique among email services because it focuses on email encryption. The idea is that you can send mail without worrying about ProtonMail or anyone else reading it.

All ProtonMail messages are encrypted. Otherwise, click that button first before emailing a non-ProtonMail user. If you encrypt a message, you can specify an expiration time for it to be destroyed and unreadable.

There is a maximum expiration time of four weeks (28 days), but you can choose 1 to 23 hours. If you send a message to a non-ProtonMail user, the message expires in 28 days.

Encrypted emails are opened by clicking a link that asks for the password, decrypting it and displaying it in the browser. They can reply using the same message they decrypted without a ProtonMail account.

In addition, Link Confirmation protects against phishing attacks by allowing you to confirm a link’s destination before clicking it.

iCloud Mail

Many people are unaware they are only a few steps away from having iCloud Mail. So it’s one of the better providers: It’s usually set up in seconds.

It’s free for anyone with an Apple ID, and it’s not just for Apple products. A free iCloud ID allows access to iCloud Mail on any computer.

After creating an account, you can access your mail, notes, reminders, photos, iCloud Drive content, contacts, calendar events, and anything else synced to iCloud from your iOS device.

iCloud’s email service isn’t very advanced and doesn’t offer many options. It’s easy to set up, and you don’t have to add your name or choose a password. Any Apple ID or free iCloud account will do.

Large file attachment support (up to 5 gigabytes via Mail Drop) and a two-click method to unsubscribe from unwanted emails are all included.

When you send an email to a non-existent address, the mailer-daemon replies that it was not delivered. If you suddenly find yourself bombarded with delivery failure emails, it may be because someone has been sending emails from your address.

• What Is Mailer-Daemon?
• What is Mailer-Daemon Spam?
• How to Deal with Mailer-Daemon Spam
• Is There Any Effort Being Made to Prevent Mailer-Daemon Spam?

What Is Mailer-Daemon?

Email is a virtual postal service. When you send a message, it goes to the mailer-daemon server. This server forwards the message to other servers until it reaches the recipient’s inbox. Undeliverable mailer-daemon error messages are sent back to the sender.

What is Mailer-Daemon Spam?

Mailer-daemons do not use the From address to determine sender. So a mailer-daemon uses the email header, which contains the sender’s address. Spammers can send messages that appear to be from you without accessing your account by forging your email header. You get mailer-daemon spam if they send emails to old addresses.

Because every email must have a sender in the From line, spammers often look up random addresses in people’s contacts to use for phishing and other malicious purposes.

Infecting your computer and infecting your address book is possible if you open an email containing a virus or worm. Receiving mailer-daemon spam does not mean you have malware, but you should take precautions.

How to Deal with Mailer-Daemon Spam

If you get mailer-daemon spam, take these steps:

1. Scans your PC and devices for malware. When scanning for malware, disconnect from the internet. After that, change all of your account passwords.
2. Mark the mailer-daemon as spam. Most email programs let you mark emails as spam. For example, when you report spam in Gmail, Gmail uses the email’s content to block future spam.
3. Tell your pals. If you get mailer-daemon spam, you may have infected some of your contacts. Remind people to ignore any suspicious messages from your address.

Is There Any Effort Being Made to Prevent Mailer-Daemon Spam?

Email servers take steps to reduce the number of useless delivery notifications. They might check for forged return addresses before sending a delivery failure message. No error email is sent if the sender’s address is obvious.

Large volumes of delivery failures for an address (usually with spam or malware content) may be silently deleted or quarantined in your spam folder.

End-to-end encryption is based on asymmetric encryption. It encrypts data so that only the sender and recipient can read it.

• What is Encryption?
• Why Encryption?
• Why Encryption Is Safe
• Key Terms
• An Overview of Encryption
• Symmetric vs. Asymmetric Encryption
• End to End Encryption
• Using End-to-End Encryption
• How the Web Uses Encryption

What is Encryption?

Every time you send private data to another computer or server over the internet, you run a risk. It’s like Little Red Riding Hood being sent to her grandmother’s house across the woods. Those woods, which she must cross alone, are full of dangers.

When you send data packets like voice calls, chats, emails, or credit card numbers over the internet, they become vulnerable to threats like theft. These unknown servers, routers and devices are open to hacking by any government agency or rogue agent. Encryption protects your data.

Why Encryption?

“Do I need encryption?” you may wonder. Not always, but probably. Encryption may be less frequently required than it is used, but that’s security. It also depends on the data you’re sending. End-to-end encryption is useful if you have sensitive data to protect.

WhatsApp and other messaging apps are not encrypted to many users. But we all need encryption when doing online banking or shopping. Encryption happens without your knowledge, and most people don’t care when or how their data is encrypted.

Why Encryption Is Safe

Encryption scrambles data so that anyone intercepting it cannot read, understand, or make sense of it. Only the intended recipient can “unscramble” the data. By the time it reaches them, the scrambled data has been restored to its original form. This latter step is decryption.

Key Terms

Bring on the glossary. Plain text is unencrypted data. Ciphertext is encrypted data. Encryption algorithms are computer programs that work on data to scramble it.

The algorithm scrambles the plain text with an encryption key, and the algorithm requires the right key to decrypt the data. Only the keyholder has access to the original data. The key is a long string of numbers that the software handles for you.

SSL, or its updated version Transport Layer Security (TLS), is the web-based encryption standard. There are indicators of security and safety when entering a site that offers data encryption, such as personal details, passwords, and credit card numbers.

An Overview of Encryption

Before the digital age, encryption was known as cryptography and was used for millennia. Complicating hieroglyphs prevented lower-level Egyptians from understanding privileged information. The first book on modern, scientific encryption was written by Arab mathematician Al-Kindi in the Middle Ages. Allied efforts to “decrypt” Nazi communications brought the craft to a new level during WWII.

Germany developed the first end-to-end encrypted instant messaging and calling apps. Telegram and Threema.

Symmetric vs. Asymmetric Encryption

An example of how encryption works: Tom wants to message Harry privately. The message is encrypted using an algorithm and a key. The algorithm is public, but the key is between Tom and Harry. A hacker intercepting the message in cyphertext cannot decrypt it back to the original message without the key.

Symmetric encryption uses the same key to encrypt and decrypt. The problem is that both legitimate parties need the key, which means sending it from one side to the other may compromise it. So it isn’t always effective.

Asymmetric encryption is the solution. Each party has two keys: a public key and a private key. Both parties and anyone else have access to the public keys because they exchange them before communicating. Tom encrypts the message with Harry’s public key, which can only be decrypted with Harry’s public and private keys.

This private key is only Harry’s, not even Tom, the sender’s. Because the private key is not sent, no one else can decrypt the message.

End to End Encryption

Asymmetric encryption includes end-to-end encryption. End-to-end encryption protects data so that only the sender and recipient can read it. Other parties such as hackers, governments and servers cannot read the encrypted data.

End-to-end encryption entails other details. Consider two WhatsApp users chatting. Their data is routed through a WhatsApp server between users. Other services encrypt data during transfer but only protect it from outsiders like hackers. The service can intercept and use data on their servers. They may give the data to third parties or law enforcement.

End-to-end encryption keeps data encrypted, even at the server. So, even if they wanted to, the service couldn’t intercept or use the data. Even with authorization, law enforcement and governments cannot access the data. No one can, except the two parties at each end.

Using End-to-End Encryption

The user does not initiate end-to-end encryption. Web security is handled by encryption services and software.

For example, your browser has end-to-end encryption tools that kick in when you do something online that requires data security. Consider what happens when you pay with your credit card online. Your computer must send the credit card number. With end-to-end encryption, only you and the merchant’s computer can see this number.

How the Web Uses Encryption

The URL begins with https:// instead of http://, the s standing for secure. On the page is an image of Symantec (owner of TLS) and TLS. When clicked, a pop-up verifies the site’s authenticity. Websites can use digital certificates from Symantec to encrypt.

End-to-end encryption protects voice calls and other media. Using these apps provides you with encryption privacy.

The above description of end-to-end encryption simplifies the concept. In practice, there are multiple standards and protocols. Encryption is a lifelong pursuit.

The Zoho Mail service uses Exchange ActiveSync to sync calendar, task, and contact data between Zoho’s servers and your email program.

Zoho Mail Exchange ActiveSync Settings

Setup your email program or mobile device to access incoming messages and online folders in Exchange:

• msync.zoho.com
• ActiveSync domain: omit
• Username: full Zoho Mail address
• Password: In case you’ve enabled two-factor authentication for your account, your Zoho Mail password will be used.
• TLS/SSL: Yes

Microsoft Outlook 2016 with Zoho Mail

The add-accounts wizard requires an autodiscover entry to be properly configured for all Exchange Server accounts starting with Outlook 2016. In short, Outlook searches the domain’s DNS records for a file (often a CNAME or SRV record) that points Outlook to an XML file or other configuration record on the Exchange Server that contains the full account setup data.

Your Zoho Exchange administrator must ensure the server has the correct configuration data. If you’re using a custom domain, you can try setting up a CNAME record in DNS that points autodiscover.domain.com to msync.zoho.com with a TTL of 3600.

Earlier versions of Outlook could manually enter Exchange data. Microsoft removed manual Exchange configuration in Outlook 2016 in favor of autodiscover-or-nothing account management.

Interestingly, Microsoft’s popular mobile Outlook app for iOS and Android supports manual Exchange account setup regardless of autodiscover entries.

Warning: Several websites advise disabling the simplified account creation wizard in recent versions of Outlook desktop. You can use a registry setting to override this behavior, but be careful, as registry tweaks can cause serious issues with your computer.

Microsoft Outlook with Plugins

While Zoho has its own Outlook plugin for syncing calendars and contacts, it does not officially support Outlook 2016 or later. Go to Settings > Calendar > Synchronize > Microsoft Outlook in your Zoho Mail control panel.

Alternatives to Exchange ActiveSync with Zoho Mail

The advantage of ActiveSync is its push-based technology and access to email, calendar, contacts, and tasks. When ActiveSync fails to register (e.g., due to missing or misconfigured autodiscover settings), you can approximate the convenience of ActiveSync by stitching the fabric together rather than buying the full, glorious tapestry.

Using services will get you most of the way there:

• For mail, use POP3 or IMAP for receiving and SMTP for sending. Encrypt your mail if you can.
• In terms of calendars, most mail clients support the CalDAV protocol, an industry standard. CalDAV is supported by Zoho via calendar.zoho.com with your full email address and password or app password.
• For contacts: Many mail applications, including Zoho Mail, support CardDAV. Contacts.zoho.com

Because Microsoft’s flagship desktop email client does not natively support CalDAV and CardDAV, Outlook 2016 and newer versions support free and paid plugins that do.

Yandex.Mail is a completely free email service that provides unlimited online storage for messages. Yandex.Mail is an appealing alternative to services like Gmail due to its message templates, reminders, e-cards, and keyboard shortcuts.

• In Yandex.Mail, you can compose and send emails
• Organize and Locate Messages in Yandex.Mail
• Yandex.Mail Attachments and Large Files
• Protection and Anti-Spam Filtering
• Yandex.Mail Lite Version

In Yandex.Mail, you can compose and send emails

Along with rich text formatting options, Yandex.Mail includes e-card templates. Additionally, you can save emails that you compose as templates. There’s even an integrated translator that can convert messages you compose automatically into other languages.

When you send an email, you can instruct Yandex.Mail to monitor its inbox for responses. If five days pass without receiving a response, you will be reminded to follow up, if necessary. Yandex.Mail enables you to schedule email delivery for a future date (up to a little less than one year in advance). This way, you can ensure that birthday emails are sent on time.

Organize and Locate Messages in Yandex.Mail

While the search tool is devoid of built-in operators and complex filters, Yandex.Mail makes use of folders and labels to aid in message organization. Yandex.Mail can be configured to perform tasks automatically using filters, such as deleting specific emails and sending automatic replies. Keyboard shortcuts assist you in operating Yandex.Mail more efficiently.

Yandex.Mail Attachments and Large Files

Yandex.Mail allows you to attach any file up to 22 MB in size per email and 30 MB in total. Additionally, you can embed a link into a file that you upload to the Yandex.Disk cloud storage service, which increases the file size limit to 2 GB per file.

Yandex.Mail provides a convenient document viewer for viewing attachments, which displays Microsoft Office documents as well as PDF files in your browser. When you select a supported attachment, a new window opens. To save it to Yandex.Disk, select Save to Yandex.Disk.

Protection and Anti-Spam Filtering

All incoming mail is scanned for spam, phishing, and malware by Yandex.Mail. Additionally, you can manually block senders. As is the case with other email programs, some non-spam messages may be sent to the spam folder on occasion.

Although Yandex.Mail does not support two-factor authentication for added security, a detailed activity log enables the detection of suspicious activity. Additionally, you can log out remote clients via the web interface.

Yandex.Mail Lite Version

To view Yandex.Mail in its simplest HTML format, select Light version in the lower-left corner of your inbox.

The Light edition does away with themes, rich formatting, and other advanced features, but it is significantly faster, making it ideal for users with slow internet connections. To revert, click Full version beneath your inbox.

ProtonMail provides free end-to-end encrypted email via the web and mobile apps. Exporting or accessing emails is difficult, but ProtonMail’s free version has more productivity features.

Pros and Cons of ProtonMail

ProtonMail has some advantages and disadvantages over similar services.

Pros

• Secure email encryption.
• Encryption options
• Set an expiration date for emails.
• Use the ProtonMail mobile app on any device.

Cons

• Sluggish web interface.
• Restrictions on searching and sorting
• Difficult to integrate with other email clients

 Free vs. Premium ProtonMail

Anyone can join ProtonMail and get 500 MB of free online storage. Paid accounts get up to 20 GB of storage, priority customer support, and other perks. Use the free service for occasional encrypted email.

What is End to End Encryption?

Email content is encrypted to prevent prying eyes. Malicious third parties can intercept messages as they travel from your computer to the recipients’ inboxes.

End-to-end encryption encrypts the message before sending it and decrypts it afterward. No one else can decrypt the message because it requires the recipient’s personal key. Services like ProtonMail allow you to send sensitive data without fear of it being intercepted.

How ProtonMail Encrypts Email Messages

Emails sent to other ProtonMail users are encrypted with their key in your browser or smartphone app and decrypted when opened by the recipient. So no need for passwords.

You can encrypt messages sent to non-ProtonMail users with a password. That person must enter the password in order to view your message. They can reply with an encrypted message using the same password.

You can also export your PGP public and private keys from ProtonMail to use with other services. Alternatively, if you’ve been using encrypted email, you can import your existing keys.

ProtonMail Interface

Other email clients’ folders are available in ProtonMail (such as Archive and Spam). It has color-coded labels, stars to distinguish messages, and rules to label incoming mail. Unlike free accounts, paid ProtonMail users can create unlimited custom rules. It also has an auto-responder.

Send Messages with ProtonMail

Use ProtonMail’s rich-text editor to add HTML and images to messages. ProtonMail has a few keyboard shortcuts but not much help with message composition. For example, ProtonMail does not suggest text, times, or recipients.

ProtonMail’s cryptography also allows you to schedule email self-destruction. Make sure to enable two-factor authentication.

Find messages in ProtonMail

ProtonMail has a search feature, but it only searches message header fields like sender, subject, and date. Encryption prevents ProtonMail from searching a message’s body, but the ProtonMail Bridge application on your desktop can.

Using ProtonMail With Other Email Accounts

ProtonMail Bridge connects your other email accounts to your ProtonMail account. Because ProtonMail encrypts mail, it cannot directly connect to other email clients, so the Bridge acts as a remote server. Outlook and Thunderbird, for example, can connect to ProtonMail this way.

ProtonMail cannot collect email from existing accounts or send email using existing addresses. Using ProtonMail with your favorite email program may help alleviate some of the productivity issues.

However, email remains the most popular form of online communication, with nearly 300 billion emails sent daily in 2022. Whether you’re new to email or have used it for years, make sure you’re following the rules.

• Review Your Message
• Never Reply All
• Write Good Subject Lines
• Explain Why You Forward
• Explain Why You CC?
• Notify the sender of their message’s receipt
• Avoid abbreviations
• Sarcasm and Humor Caution
• Pick a Good Ending

Review Your Message

Check your work after entering the recipients’ addresses, creating a subject line, writing your message, and attaching supporting documents:

Check the message. Is anything hazy? If so, what are they? Did you say all you wanted to?

Sources to check Would a source link help clarify your point? Is a link useful for your recipient?

• Examine the recipients. Did you forget to send the message to someone important? Did you add an unintended recipient?
• If you have more than one, send the message from the most appropriate one.
• Prioritize the message. Is it necessary to emphasize the message?
• Attach documents. Did you forget the affix?

Never Reply All

When to Reply All to Group Emails If you need to reply to everyone in the original email, use Reply All.

For example, person A emails you and person B to brainstorm ideas for your boss’ 10-year anniversary. Use Reply All to reply to both A and B.

Your response to a party invitation sent to you and 20 other friends is irrelevant to the other recipients, so use Reply to only respond to the original sender.

Write Good Subject Lines

A good email subject captures the essence of your message. Here are a few:

• 3:00 Sales Meeting
• Halloween Invite
• Text Revisions
• Top 20 Videos of the Week
• New Member Information

Reserving an Appointment

• Event Volunteers Needed

Make your subject lines more effective by including a call to action, such as:

• Halloween Party RSVP by May 11
• Website Text Revisions – Due Tuesday

Explain Why You Forward

Explain why you’re forwarding an email and how the new recipient will benefit from it. Say a client, Jay, sends you a question to which you have no answer. Send the message to Sara, noting, “Sara, Jay wants to know how to log into our portal from his phone. Details below. Help!”

Explain Why You CC?

If you cc someone on an email, tell the primary recipient why. Let’s say Jenna wants to join your book club and you’re informing her about it. This way, Ann can see what you’re sending Jenna and fill in any gaps you may have missed. Using this method, Ann understands why she’s receiving the message.

Notify the sender of their message’s receipt

Emails can get lost in the spam filter. Write a short note to let the sender know their email was received, especially important messages (with attachments or deadlines). “Got it, I’ll start tomorrow,” for example, if your boss assigns you a new project.

Avoid abbreviations

Use as few acronyms as possible, and only when you’re certain the recipient knows what they mean. Many acronyms are used in business email correspondence. Among them:

• ASAP: As Soon as Posssible
• BTW: By the Way
• EOD: End of Day

EOM: End of Message (typically used in the subject line to indicate there is no email body to follow)

• EOW: Week End
• IMO: In My View

OOO: Out of Office

• Y/N: Yes/No

Sarcasm and Humor Caution

Email lacks the context of facial expressions and voice tone, making it unsuitable for expressing sarcasm or humor, especially to strangers. Until you know a recipient better, keep your message simple and direct. Include a smiling or laughing emoticon to show you’re joking.

Pick a Good Ending

It’s not always easy to end an email. Based on the situation, here are some ideas:

Many thanks if you ask for a favor.

• Hugs or Love: For a friend or family member.
• Cheers or Best: If the receiver is a stranger.
• Sincerely:
• Best Regards or Kind Regards: If you want to maintain a formal business tone.