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Email Search Part 1: An Introduction

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November 11th, 2009
Chris Hoke

email_lookup_1Email search (also called email lookup) and its counterpart, reverse email lookup, are two methods for finding information about someone by using information you already possess. Email search allows you to find out the email address of someone if you know their name (knowing the country and state or province in which they live also helps), while reverse email lookup is the term used when you’re trying to find out the name of a person who owns a particular email address. Think of it as the email equivalent of looking through your phone book’s white-pages section: you know the name and you’re using that information to find a telephone number.

Once upon a time, this may have been a frightening concept; now, though, many people count on the internet when it comes to reconnecting with old friends or finding an important email address they’ve misplaced. And given how much personal information many of us freely type into the websites we visit – social networking sites, personals or dating sites, auction sites, etc. — it seems like it should be relatively simple thing to find someone’s email address or real name.  You just type in the information you have and out pops the information you need, right? Not quite.

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Tags: lookup, reverse lookup, scams, search Posted in Analysis 2 Comments »

How Can We Keep Email Safe In The Cloud?

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November 4th, 2009
Viktor Petersson

safe_dataSlashdot recently posted an interesting article titled An Inbox Is Not a Glove Compartment. The article covers legal rights and the government’s right to your data. It’s an interesting read, but it’s not what this article is about.

While reading the article I started thinking about cloud email solutions and the fact that you give all your data to them. The bottom line is that it doesn’t matter what their terms of service says, they’ve still got all your data. Given that you do want to throw away your in-house email solution (and there are a lot of reasons why), how can you still keep your data safe?

The obvious option is to use PGP or GnuPG. In a perfect world this would be enough. If people were smart about their privacy, they’d know that it’s in their best interest to encrypt their emails. Unfortunately that’s not the case. So if we assume that a PGP/PGP approach unrealistic for wide-spread adoption, what’s left?

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Tags: SaaS, security Posted in Analysis 4 Comments »

Why The Heck Are People Still Using POP3?

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October 15th, 2009
Viktor Petersson

QuestionOver the past year or so, I’ve spent a lot of time on various e-mail related forums. I’ve seen many posts similar to “Help! I’ve marked a message as read in my email client, but it’s still not marked as read on my iPhone/BlackBerry/other computer.” In 9 out of 10 cases, this is simply because the user is using POP3 instead of IMAP. This leads me to wonder: why the heck are people still using POP3?

Today, with the exception of some ISPs and low-end free email services, most providers support IMAP. Assuming your email provider does support IMAP, why would anyone pick POP3 over IMAP? Is it purely because of old habits, miseducation, or is there an actual reason?

Let’s go through the basics of POP3 versus IMAP first. In many ways they are similar. However, they differ in one significant way: POP3 was built to let the server hold your email until you download it (and then delete it) while IMAP was built to actually store your emails on the server.

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Tags: apocalypse, IMAP, POP3 Posted in Analysis 5 Comments »

Eco-Friendly Email

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October 14th, 2009
Chris Hoke

1158745_81272028It is a given that email is more environmentally friendly than snail-mail and old-fashioned paper memos. While it hasn’t led to a completely paperless office yet, the shift to digital communication has greatly helped U.S. offices cut down on paper usage within the last decade. Snail mail relies on equipment and fuel to deliver mail, whereas email can be delivered nearly instantaneously over great distances. Clearly email wins the environmental vote.

But by how much email wins is debatable. Electricity powers not only your personal and office computers, but also the email servers where your messages sit before you check them. Despite breakthroughs in alternative energy sources, most of that electricity still comes from polluting technologies like fossil fuels. Many people also print out important emails, effectively canceling out the advantage email has over snail-mail when it comes to paper usage.
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Tags: email, environment, green, print, spam Posted in Analysis Comments Off

The End of Email Predicted, Wrong as Usual

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October 13th, 2009
Alexander Ljungberg

951857_burning_letterAn article over at the Wall Street Journal titled Why Email No Longer Rules has been making the rounds, claiming that email is on its way out. Twitter and Facebook are pointed out as the successors to the throne of communication. The article states that according to Nielsen Co., the “number of users on social-networking and other community sites jumped 31% to 301.5 million people.” This number is about 9% larger than the number of email users in the same survey for August 2009. The rest of the article suggests that centralised profile pages and status updates reduce the need for email since people already know what you are up to.
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Tags: apocalypse, Facebook, Google Wave, Twitter Posted in Analysis 7 Comments »

Getting E-mail Done

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October 7th, 2009
Gregory Minton

MailboxCredit for many of these ideas goes to David Allen, author of Getting Things Done.  I cannot recommend his work highly enough.

It’s a fact: people waste far too much time in their e-mail inbox.  You’re probably one of these people.  E-mail has a funny way of making it feel like you’re accomplishing something even if you aren’t.  The problem with that is that it can absolutely kill productivity – if used ineffectively.

As David Allen, creator of the Getting Things Done framework, says in his 2009 book Making it All Work, it’s not information overload that stresses us out, but potential-meaning overload.  In the book, he uses the analogy of nature, which is surely more stimulation than we can process – and yet we find it entirely relaxing.  However, if a snake or a bear could jump out at any time, Allen says, then we experience nature a lot less peacefully.

Many people treat their inboxes as though a “snake” or a “bear” could jump into the inbox at any time.

If you treat your inbox not as a useful tool but as a potential field of landmines, then there is simply no way you can be at your top form.
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Tags: GTD, productivity, Tips Posted in Analysis 1 Comment »

What’s the Best Way to Deal With Spam?

1 Comment »
October 6th, 2009
Brett Callow

Tired of spam?

Tired of spam?

Spam. Junk Mail. Unsolicited Commercial Email (UCE). Call it what you will, it’s a pain in the butt. And it’s a problem which simply will not go away. So, what’s the best way to deal with spam? This post will look at some things that you should do to both minimize the chances of you getting spam and blocking as much as possible of the rest (that’s right, no matter what you do, you’ll almost certainly continue to get at least some spam in your inbox). 

But let’s start by looking at some things that you shouldn’t do. Firstly, never ever buy from a spam email. Sounds obvious, doesn’t it? But some people find those emailed offers simply too tempting to resist. For example, according to one report, spammers get roughly one reply per 12,500,000 – and that’s enough for them to make a profit. Secondly, never reply to a spam email or attempt to unsubscribe from their mailing list. Doing so may simply confirm that your email address is live (I’m not convinced that spammer do actually monitor responses in order to maintain a list of valid address, but why take the chance?). Thirdly and finally, don’t set your email client to automatically send out-of-office replies as this too could confirm that to the spammers that they have a real, working email address. 
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Tags: spam, Tips Posted in Analysis 1 Comment »

Will Dell become the next big SaaS player?

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October 2nd, 2009
Viktor Petersson

Dell and SaaSMost of us think of servers and cheap, plastic, laptops when we think of Dell. Perhaps we need to re-think this. Within a few years, Dell might be as synonymous with SaaS as Amazon and Salesforce.

Over the last year, Dell has been busy acquiring SaaS companies. One of the most interesting acquisitions is MessageOne, a company offering a diverse range of email services.
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Tags: Dell, Exchange, Notes, SaaS Posted in Analysis Comments Off
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