The value is to send a copy to the specified e-mail. How to set up forwarding of all letters from one mail to another! Putting HTML and PHP form submission code in one file

Today, almost every person has Email(email), or even several. At the same time, quite often the email contains a large number of important information... And losing it can be worse than taking it and formatting it HDD your computer. Therefore, taking care of creating backups, so-called backups, of your mail is no less important task than backing up your documents. But its solution is not as trivial as copying files from one place to another. Even if you find mailer files that contain all your emails, it will be difficult for you to do something with them. Try to answer yourself a few questions: "how are you going to restore letters?", "How do you view one of the letters?" etc. There is no single answer to almost all questions, or it will be so difficult that you will quickly abandon it.

The class of utilities considered in the review will allow you not only to save your precious letters in a safe place, but also to perform simple operations with them, such as: viewing, searching, etc.

Review of free programs for creating mail backup

MaiStore Home is a powerful mail backup tool

Allows you to create backups all e-mail messages (emails) from various applications and online services, and store them in one secure archive. The utility really knows how to work with huge sizes. It’s easy to feel, all you have to do is try to search for something, and you will see that the speed is simply amazing. It belongs to the category "once set up - you use it." The utility has a fairly flexible interface for configuring the restore from a backup. So you can always quickly restore everything you need. Always remember that the utility does not create backup copies of the settings of accounts and contacts, although you can always restore the latter from emails.

Knows how to create backups:

• Microsoft Outlook 2000, XP, 2003, 2007, 2010, 2013
• Outlook Express, Windows Mail and Windows Live Mail
• Microsoft Exchange Server 2003, 2007, 2010, 2013
• Mozilla Thunderbird and SeaMonkey
• POP3 and IMAP (including webmail services such as Gmail and Yahoo)

• Microsoft Office 365 (Exchange Online)

• .eml and other files

For this kind of product, MailStore is updated quite frequently. This gives you the confidence that in a year you will not have to search for a suitable utility again and set everything up again. In some moments user interface made a little angular. But, nevertheless, the utility is quite easy and simple to use. You can read emails directly from the backup, and it will be as easy as if you were reading them from email clients. You can even reply to messages directly from the MailStore. We can say that this program is suitable for users of any level.

KLS Mail Backup is a simple and high-quality program for creating a mail backup

is a simple and high-quality utility designed to create email backups of many popular email clients. It also allows you to backup the profiles of various Internet programs. The utility uses the well-known Zip format for compression and storage e-mails... So you can always directly access your messages. The processes of creating and restoring backups are presented with special setup wizards. Even the most inexperienced user can quickly figure out what's what and start using it. KLS Mail Backup is free for personal use only.

KLS Mail Backup does not know how to work with POP and IMAP protocols. This means that you cannot directly backup your mail from the server.

Various backup products ...

MozBackup is a utility for creating backups of the following programs: MozSuite / SeaMonkey, Mozilla Firefox, Mozilla Thunderbird, Netscape, Flock, Sunbird, Spicebird, PostBox, and Wyzo. It stores mail, bookmarks, address books, passwords, etc.

Comodo Backup is general purpose a backup utility that also allows you to create backups of e-mail (email). You are also offered free 5 GB of online storage. Comodo operates at the expense of customers who use online storage on a commercial basis. It supports Thunderbird, Microsoft Outlook, Windows Live Mail and OutLook Express. It also allows you to create backup copies of files and folders.

MailBrowserBackup is simple portable program which detects and prompts you to create a backup Internet Explorer, Mozilla Firefox (profile), Flock, Windows Mail, Windows Contacts (Win 7), Windows Live Mail, Mozilla Thunderbird, Opera (browser and mail), Apple Safari, Google chrome, SRWare Iron, FileZilla FTP Client, and Windows Live Messenger Plus.

In Windows 7, you will need to run the program as an administrator or the account associated with Windows Contacts, otherwise the utility will not be able to create a backup for it.

Microsoft provides a free Outlook backup program that backs up your pst files. Works with Outlook 2002 and later.

Gmail Backup (site no longer available) is an open source solution that allows you within your means IMAP protocol back up your emails.

Quick Pick Guide (links to download free email backup software)

MailStore Home

KLS Mail Backup

All of the basic rules set out below relate primarily to business correspondence with your partners, colleagues, customers and performers. Their use in personal correspondence is a private matter for everyone. However, following these rules in personal correspondence will only create a good impression of you.

Business Email Ethics

If you suddenly do not want to read further, limit yourself to at least the following basic rules:

• Use the “Reply All” button when replying. This will keep copies of the recipients of the initial email, so your response will not pass by. I highly recommend hiding the "Reply" button in the interface settings. If necessary, you can remove unwanted recipients "by hand".
• Do not leave the "Subject" field blank. The people you correspond with may receive hundreds of emails a day, and they use this field to quickly assess the importance and content of the email.
• Quote letters. Do not start a reply with a new letter, click "Reply All" on the received letter and do not disable the quotation function for replies and forwards in the mail client settings.
• When fully cited(if your answer to the whole letter as a whole) write the text of the answer at the BEGINNING of the letter, and not at the end, at the bottom.

WILL CONTINUE?

Receiving letters

1. Received letters should be read. If you received a letter, it means that someone sent it for some reason (of course, spam is not considered here). If a person has letters marked as unread, and they are older than one day, he does not know how to work with mail. However, it is forgivable if:
   • the person died or suddenly fell ill;
   • working with mail is not included in his official duties (then he does not need a business e-mail).
2. If you are not a manager, check your mail at least 2 times a day: in the morning and in the afternoon. The lack of an answer from you to a production question can stall the work of other people and delay the resolution of issues.
3. If you're a manager, your day should start by running an email client that doesn't unload all day and automatically checks your mail. Set up automatic delivery / receipt of mail at least every 10 minutes (preferably 1-3 minutes).
4. You have received a letter. If you are very busy, immediately assess who it is from, the topic and skim it through your eyes - this will help you quickly decide whether the letter requires an urgent response or can wait a little.
5. If you can, then answer right away. This is the easiest and most effective way to move your business and avoid collecting mail jams.
6. If you understand that you will not be able to answer within 24 hours, it is better to immediately write “I will answer within a couple of days” or at least “I will answer a little later”.

To, Cc, Bcc fields

1. Remember that there are "To", "CC" and "BCC" fields. Your further actions (and actions of correspondence partners) depend on them when receiving a letter:
   • “To” - the letter and the information or questions it contains are addressed to the recipient directly. If you are sending a question, you are expecting an answer from the addressee specified in the "To" field. If you are the recipient, then you must answer.
   • “CC” (“Copy”) - recipients standing in copies receive a “note” letter, for information, or are “invited to witness”. The recipient in copies should not generally reply to the letter; moreover, it is considered polite to start with the phrase “I'm sorry to interfere” when there is such a need.
   • "BCC" ("blind carbon copy") - a field for "palace intrigue". By specifying a recipient in this field, you "secretly" send this letter to him: the main recipient or those in copies will not know about the fact of sending a letter to this person. It is also used for mass mailing so that all recipients do not know your address book.
2. Use the “Reply All” button when replying. This will keep copies of the recipients of the initial email and your response will not pass them by.
3. DO NOT remove from copies of the letter people added there by your correspondent. If you want to answer something personal so that other correspondents do not receive your answer, then delete everyone from the copies, except for the one who wrote the letter (yes, we never use the Reply button).
4. If there are more than two addressees in the “To” field in the letter received, this means that both of these correspondents or either of them must respond. Consider that BOTH should answer - if the letter is addressed to you and to someone else, answer also you (even if it is an answer like “This question is definitely not for me, let such and such answer”).
5. In turn, it is highly recommended that you DO NOT include more than one recipient in the "To" field. For a letter sent to two, you will not receive a response from either, since each will think that the other will answer. Not everyone has read this article.
6. Forwarding private correspondence to a mailing list without the consent of the correspondents is unethical!

Subject field

1. Don't leave it blank.
2. The subject of the letter should be short, but reflecting the main content, subject of the letter. Headings like "Question", "Hello!" or empty headlines give you a newbie lacking basic business writing skills.
3. When you reply to one of several emails with different subject lines, answer the correct ones. Respond to the letter with the subject "Meeting on Tuesday, 18.04" about the meeting and to the letter "Materials for printing" about materials for printing. This is due to the citation of previous correspondence (see below the section "Writing letters").
4. If you need to periodically send e-mail such as weekly reports, try to keep the header constant, or at least part of it should be constant so that the recipient can set up automatic rules for sorting such mail.

Importance of writing

1. If the letter contains information about urgent changes, the text of the agreement or other information that you need to pay attention to first of all - use the "high" importance, this will highlight the letter in the "Inbox" folder.
2. Do not use "high" importance in vain - "loud" people are annoying, be more modest.
3. Mark a personal letter to a business correspondent or a letter with a funny picture or link with the importance "low".

Writing letters (replies)

1. Start with a greeting, that's polite. "Hello gria!" says that you are too lazy to write the name of the person. Even just "Andrey!" or "Good afternoon!" quite polite and enough.
2. Talk to the person in the same language. This applies not only to the Russian / English language, but also to the form of the text. If you received a formal letter, an informal response to it will be disrespectful to the respondent and a demonstration of your own low culture. The formal answer to an informal appeal is either a call for compliance with regulations, or it is simply required by corporate rules.
3. Try to always reply to the last letter in the chain of correspondence, and not to some intermediate one.
4. Ne ispolzuyte translit except for the cases of sending letters from conditions in which it is difficult to type text in a different way (for example, from a mobile or from a computer without a Russian keyboard layout).
5. If your mail client does not support the Russian language or spoils the encoding, then attach the response text with an attachment.
6. A business letter should be precise, concise and specific:
   • Accuracy - include the exact information you are referring to (date and subject of another letter, date of the meeting, agenda item of the meeting, file name, link to a document on the web, etc.).
   • Laconic - some set out in three pages what could be written in three sentences. The one who thinks clearly states clearly, and your correspondent sees it.
   • Specificity - it should be clear from the letter WHAT EXACTLY is required from the recipient, what actions they want from him.
7. Business correspondence is not a place for epistolary exercises and not a place for expressing emotions. For this, there are forums, chat rooms and other means of electronic interpersonal communication. Laconic business text is not dryness, but time saving and precision of thought.
8. If the letter contains several questions, topics or tasks, structure them and separate them with paragraphs with or without numbering. The continuous stream of thought is difficult to read, and it is easy to miss the main point of the letter. Moreover, some people tend to immediately send a poorly structured letter to the trash can (although this is probably extremism).
9. Keep in mind that the answer to a request or task "Let's do it!" incomplete. “We will do it by such and such a date”, “in so many days”, “after such and such an event” - these are more definite and accurate answers.
10. If the letter is worded in such a way that it can be answered simply "ok", then the answer is likely to be received much faster. For example, if you have multiple options for what to do, suggest a default.
11. The text must be free of errors. Eyeballs not scary, but if you write and write the word incorrectly in every letter, it becomes noticeable very quickly, and your "three" with a minus in Russian becomes obvious (as well as speculative further conclusions about your general level of education and culture).
12. Try not to use html-formatting of the letter. Unfortunately, this format of writing letters is the default in Outlook, but when using it, especially when quoting (answering and forwarding), a lot of questions arise.
13. If you received an email in html format, DO NOT change it to plain-text, this breaks the sender's perception of information when receiving your reply. The more important your correspondent is to you, the more important it is to maintain his adequate perception. You can cope with highlighting your answers in html quotations with color, or you can use the "Decrease Indent" button on the html formatting panel (although there are some capricious nuances).
14. Quote the text of the original letter. What do you think that would mean? I don’t know either: To: AIST - creative bird Subject: Re: Re: Re: Question Ok! Vasya
15. Never edit another person's text when quoting! This is a kind of letter forgery.
16. With full citation (if your answer to the entire letter as a whole), write the text of the answer at the BEGINNING of the letter, and not at the end.
17. If you answer point by point using quotation, separate the quotation empty lines TOP AND BOTTOM and use Big Letters at the beginning of sentences. Try to find the answers here:> we suggest replacing the logo with the attached one,> since this very colorful background did not find the logo in the attachment> correct the inscription - instead of "fish" you should write "slave"! > otherwise we will be misunderstood, the inscription was corrected, sorry> and the last one ...

    Tamara Vorotyntseva - Development Director of the training company "BUSINESS PARTNER" (Moscow). Practicing business trainer, author of the book "Building a Personnel Training System" and publications in business publications in Russia, Kazakhstan and Ukraine. The creator of the Internet mailing list: "E-mail correspondence in business" on the server subscribe.ru! The book is a practical guide for business people who are in active correspondence with clients and partners. It presents tools that will help make electronic communication effective, optimal in time and results, as closely as possible to the norms and rules adopted in the modern business community. The author gives practical advice, illustrates his observations with cases from life, gives reasoned conclusions. The text of the book is rich in recognizable examples of real business correspondence. The author shares his observations, techniques, "tricks" that can significantly affect the efficiency and effectiveness of a business email... If you are a business person and it is important for you to write promptly, concisely, competently, in accordance with the rules of good business style, this book will become your reliable assistant.

    Book:

    When working with the fields "To" ("To"), "Cc" ("Cc"), "Bcc" ("Bcc"), remember that this is an important part of the email that affects the further actions of the participants in the correspondence.

    "To" ("That"). This field contains the address of the recipient to whom the letter is directly addressed and the information it contains. The author of the letter is waiting for an answer from the main recipient. If there are two addressees in this field, then the author of the letter is waiting for a response from each or one of them (keep this in mind if your name appears in the list of recipients). At the same time (if you are the sender) keep in mind that it is not very advisable to include more than one addressee in the “To” (“To”) field. For a letter sent to several addressees, you may not receive a single answer, since everyone will think that the other will answer.

    
    

    If the letter is addressed to you, but contains other recipients in the copy, be sure to use the "Reply ALL" button when replying! This will save the circle of addressees indicated by the initiator of the correspondence.

    "Copy" ("Ss"). V In this field, put the addresses of recipients who, in your opinion, should be aware of the correspondence on this issue. These addressees receive information only "for information". The recipient in the copy usually does not have to reply to the letter, but if necessary, he can do it.

    
    

    NOTE. IT IS IMPORTANT!

    If your name is in the "Copy" ("Cc") field, then, entering into correspondence, remember that there are situations when it is extremely important to be polite. Use phrases: “Let me join the discussion,” or “Let me join your conversation,” or “Let me tell you my opinion.”

    "Bcc" ("Bcc"). This field is prohibited for use in some companies, as it is a tool that is contrary to ethical standards of communication. The purpose of this field is to invite the addressee to become a "secret witness".

    If it is customary in your business practice to use this field in your work, consider the following. The recipient in “blind carbon copy” remains invisible to the main recipient and to the recipients in the carbon copy. Sometimes it is not out of place for the sender and the "secret recipient" to have a preliminary agreement (or subsequent information) about the reason and purpose of this method of information.

    
    

    NOTE. IT IS IMPORTANT!

    The "hidden" recipient should categorically not enter into correspondence from this field.

    “It's like in a fairy tale about a boy who constantly shouted 'wolves'. If you overuse the "urgent" tag, people will stop responding to your emails. And a really important letter can go unnoticed because of this.

    Familiarity

    Yes, the tone of your letter may reflect your relationship with the recipient. However, you may be considered a layman if you allow yourself to be too informal about correspondence. Don't overuse exclamation marks, emoticons, colored text, fancy fonts, and overly short messages.

    Be especially careful if you have to work with people of different ages, language barriers, or those who prefer a more traditional form of communication.

    

    Too dry tone

    At the same time, being a robot is also not worth it. It's okay if you show your character or enthusiasm in letters - within reasonable limits.

    Reply All

    Work email isn't for fun, it's for communication. So if you are replying to an email sent to a group of people, think twice before clicking on reply all. To do this, your answer must be extremely important to everyone.

    

    Sending copies without permission

    Sharing someone else's information with others is, at the very least, impermissible. It doesn't matter if you send the client a copy of a letter from your boss, who responded about him in any way, or you include one employee in personal correspondence with another. Few people will like it if you send a copy of the letter without their consent.

    Sending blind carbon copies

    Sending blind copies creates distrust. If you want to send a letter to someone, and this person, in theory, should not participate in work correspondence, copy the text and send it in a separate letter.

    Undefined subject line

    Topics like “It's Me,” “Hello,” or “For Your Information” (FYI) just don't get attention. The person will not understand what is at stake and will not want to answer the letter. Work letters should be clear and concise. The recipient is more likely to open an e-mail if he understands what you want from him.

    

    Sending too many personal emails

    You can sometimes use jokes, touching stories, and motivating quotes to cheer someone up. But people quickly get tired of this, and it doesn't matter with what intentions you wrote them. If you send too many personal letters, they will simply be auto-deleted.

    

    Be rude

    You should not send letters full of poison, because people will remember it on occasion. Instead, write a letter and leave it for two days in Drafts. Then you can go back to it and edit it, removing the barbs. This will help you achieve what you want faster. In addition, you will be treated as a very patient and judicious professional.

    Stupid mail address

    If you are sending a letter to a client, employee, or potential employer, do not use mail with a “non-professional” title. If there is something in the name of the mail that pretends to be witty or contains a sexual or vulgar connotation (something like that), you run the risk of setting the interlocutor negatively towards yourself from the very beginning. Create a separate mail for purely professional needs.

    

    Typos

    The fact that the email was sent from an iPhone is no excuse for sending sloppy emails. If you have made more than one mistake in the letter, it may be considered unprofessional. If this is a very important letter, and you are in a hurry somewhere, then try to at least check it before sending it.

    Sending emails early in the morning

    Most people, when receiving letters, look at the time of sending. If the email is sent too early, you may be viewed negatively. At the very least, you will be considered a workaholic with no privacy. Worse if you are considered intrusive. If inspiration wakes you up at night, write a letter, save it in Drafts and send it during business hours.

    

    Too many punctuation marks

    People sometimes get too carried away and put a lot of exclamation marks. The result may seem immature or too emotional to someone. Do not abuse !!!

    Non-professional fonts

    Purple Comic Sans has its own uses. In business, it's better to use classic fonts, colors and sizes. Your letters should be easy to read.

    Typically 10 or 12 font sizes are used. The best fonts for the job are easy-to-read fonts like Arial, Calibri, or Times New Roman. Black is preferred.

    

    Too long letter

    Most people spend seconds reading emails, not minutes. Many people simply slip through the text with their eyes, so write letters based on this. Large paragraphs are difficult for people to read - break text into smaller blocks. Highlights and bulleted lists are easier to read. You can also highlight the main points in bold or italics, but do not need to do this often.

    magician_romanв The concept of "blind copy", learning not to do stupid things

    Surprisingly, many people, when they are required to send a letter to several people at once, simply list the addresses in the "To" field, this is normal when this letter is addressed to your colleagues or friends, but when you send letters to a group of clients, this way you show everyone addresses and other recipients, in fact, revealing their address base.

    It is enough for any of the clients to forward this letter to your competitor and your contacts will immediately flow away.

    Strange, but many far from stupid people are surprised to learn that if you need to send a letter to many addressees so that they do not know about each other, then there is a "Bcc" field for this.

    For example, for mail.ru it will look like this:

    And so again briefly:indicated addresses in "whom" - everyone can see who you sent letters to, indicated in "blind carbon copy" - everyone thinks that the letter is only to him.

    And each recipient will receive a letter where in the "to" field there will be only his address ... For other programs, if you cannot find where to specify blind copy then ask someone to show you. Another small point, be sure to specify one address in the "to" field, most programs or mail servers you will not be allowed to send an email without this parameter.

    And so, when it comes to sending an offer, news to a group of your clients - here the practice of using a blind copy is unambiguous, you must hide your address base. An interesting moment with sending a letter to your colleagues, it is recommended here to act according to the situation, for example, sending a letter with a request to send suggestions (for example, to improve customer service) and if each colleague sees that other people have received the same letter, then most likely they will not answer - relies on others, so you need to use a blind copy. If this assignment is fulfilled, for example, an indication of the "whom" of your colleague's boss will simply work wonders, and your assignment will be fulfilled.

    Separate question with suppliers. On the one hand, the indication of all recipients in the copy should show the supplier that you have a choice and he must offer you good prices... On the other hand, the manager who received your letter, seeing that it was sent not only to him, is likely to react to your request "cool". Personally, in my opinion, I think that in the case of suppliers, you need to use a blind copy, at least to protect trade secrets, but more likely for good relations with the supplier's manager.

    You can read a recent case of a specialist error, when all the recipients saw other addressees: Smack everyone in this chat, there really were solid people - the directors, but nevertheless, many received spam in return.

    Well, as always, discussion in the comments is welcome.