Taming Your Email | ExchangeDefender [ Skip to content ](#main) [ ![ExchangeDefender](/assets/images/xd_logo_blue.png) ](/) Email Security ![Platform Overview](/assets/images/m-xd-pro.png)### ExchangeDefender PRO Enterprise-grade email security made simple for every business. [Sign Up](/sign-up) [Live Demo](/demo) [Email Security Stops spam, malware & phishing in real time. ](/email-security) [Encryption Secure your emails, attachments & sensitive data. ](/corporate-email-encryption) [Web File Sharing Easy, safe cloud file sharing with access control. ](/web-file-server) [Live Archive Locked-in email backup & continuity during outages. ](/livearchive-backup) [Emergency Inbox Keep email flowing without interruption if your provider fails. ](/inbox) [Spearphish Train your team with phishing simulations & risk tracking. ](/spearphishing) Managed Email ### Enterprise-Grade Managed Email Reliable, secure, and fully managed email operations for modern organizations. ![ExchangeDefender](/assets/images/managed_email_menu.png) [Microsoft365/Google Email Management Expert management and security for Microsoft 365 and Google Workspace email. ](/managed-email-operations) [AI Advisory Secure, practical AI consulting & implementation for SMBs. ](/management-ai) Company ### ExchangeDefender: 29+ Years of Trust We are a cybersecurity company focused on business email protection, with 29+ years of experience keeping organizations secure, connected, and resilient. ![ExchangeDefender](/assets/images/careers_1.png) [ About Us Learn our purpose, values, and the mission behind every decision. ](/about-us) [ Blog News, product updates and email security insights. ](/blog) [ Capabilities Discover the tech and expertise that keep your email secure around the clock ](/capabilities) [ Careers Be part of a team using modern tech to solve real threats and ship great work. ](/careers) [Partners](/partners) [Docs](/docs) [Contact Us](/contact) Talk to a Human Open menu Menu ---- Email Security [Email Security](/email-security) [Encryption](/corporate-email-encryption) [Web File Sharing](/web-file-server) [Live Archive](/livearchive-backup) [Inbox](/inbox) [Spearphish](/spearphishing) Managed Email [Microsoft365/Google Email Management](/managed-email-operations) [AI Advisory](/management-ai) Company [About Us](/about-us) [Blog](/blog) [Capabilities](/capabilities) [Careers](/careers) [Partners](/partners) [Docs](/docs) [Contact Us](/contact) Talk to a Human July 24, 2013 · [PRO TIPS](https://www-preview.exchangedefender.com/blog?category=pro-tips) Taming Your Email ================= If I ever opened Outlook in the mornings and saw a slew of emails (unread or read) in my inbox, I’d get depressed. Seriously, how can one not feel anxious when seeing (1,323) unread messages sitting in their inbox? If you need a full searchable, secured, and compliance archive solution; then take a look at our long-term [Compliance Archive](http://exchangedefender.com/features_compliance_archiving.php) service. Otherwise, take a look below at some of the things I do to prevent email from taking over my life: > • **Operate a Zero-Sum email policy.** If an email arrives in your inbox, address it, file it, or delete it. In simpler terms, my inbox is not a storage folder--it’s an inbox. > > • **Never use your Deleted/Trash folder as a storage folder.** If you need to file that piece of mail somewhere other than your inbox, then create a folder for that specific purpose. Your deleted folder should be empty most of the time. In fact, you can configure most email applications to remove all contents in the Deleted/Trash folder when you exit the application. Those still reading this probably just laughed at me for suggesting that an email application is ever closed. Which brings me to my next suggestion… > > • **Close your email application when you are finished working**. Trust me when I tell you that your email is still flowing. The brain operates on triggers. By closing down your email application at the end of the day, or when you are not using it tricks your mind into relaxing a bit. Granted, it will probably take your brain a few days to stop freaking out that the email application has been closed; but you will thank me later. We have conditioned our brains to a pavlovian response: Tingle Dingle, check email, tingle dingle, check email, tingle dingle, check email. Get the picture? Your brain is on high alert, waiting for that sound. Close down the app, place your device on silent, and relax. > > • **Unsubscribe**. Most SPAM really isn’t SPAM at all, it’s BACN (pronounced Bacon). If you are unfamiliar with this term, BACN is email that has been subscribed to, but most likely never gets read--think newsletters, sales ads, etc. Now, why they call this BACN is a mystery. Personally if I ask for bacon, I eat the bacon; but I digress. If an email that appears to be BACN arrives into your inbox and you have no desire to ever read these types of emails again from this particular business; unsubscribe. If you received an obviously suspicious piece of email from someone you do not recognize, do not unsubscribe – report it as SPAM. Many spammers use recognizable names to embed their advertising but the unsubscribe link on the bottom just takes you to their site that confirms your email address as valid. Soon after you click it you’ll see an exponential increase in SPAM. Needless to say, ExchangeDefender is a great solution to keep the email overload from impacting your productivity. Through use of web file sharing to send important documents, compliance archiving to keep 10 years of email and locate anything you need instantaneously, encryption to protect and secure data, we are continuously looking at how we waste time in our Inbox and we fix it with ExchangeDefender. Michael Alligood Partner Account Manager 877-546-0316 x707 [ Previous post Competing with Office 365 July 23, 2013 ](https://www-preview.exchangedefender.com/blog/2013/07/competing-with-office-365) [ Next post Large Scale Migration July 26, 2013 ](https://www-preview.exchangedefender.com/blog/2013/07/large-scale-migration) Related Posts ------------- [ ![](https://storage.services.exchangedefender.network/exchangedefender-blog/blog/2025/10/top-5-IT-solutions.jpg) 28 Oct ](https://www-preview.exchangedefender.com/blog/2025/10/top-5-it-problems-small-businesses-face-in-2025-and-how-to-fix-them)### [Top 5 IT Problems Small Businesses Face in 2025 — and How to Fix Them](https://www-preview.exchangedefender.com/blog/2025/10/top-5-it-problems-small-businesses-face-in-2025-and-how-to-fix-them) [Read more: Top 5 IT Problems Small Businesses Face in 2025 — and How to Fix Them](https://www-preview.exchangedefender.com/blog/2025/10/top-5-it-problems-small-businesses-face-in-2025-and-how-to-fix-them) [ ![](https://storage.services.exchangedefender.network/exchangedefender-blog/blog/2025/09/Website-Active-Image-11.jpg) 11 Sep ](https://www-preview.exchangedefender.com/blog/2025/09/what-happens-after-a-cyber-attack-the-real-cost-for-small-businesses)### [What Happens After a Cyber-Attack? 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The Real Cost for Small Businesses](https://www-preview.exchangedefender.com/blog/2025/09/what-happens-after-a-cyber-attack-the-real-cost-for-small-businesses) [ 11 Apr ](https://www-preview.exchangedefender.com/blog/2025/04/how-to-report-phishing-emails-in-outlook-a-step-by-step-guide)### [How to Report Phishing Emails in Outlook: A Step-by-Step Guide](https://www-preview.exchangedefender.com/blog/2025/04/how-to-report-phishing-emails-in-outlook-a-step-by-step-guide) [Read more: How to Report Phishing Emails in Outlook: A Step-by-Step Guide](https://www-preview.exchangedefender.com/blog/2025/04/how-to-report-phishing-emails-in-outlook-a-step-by-step-guide) Search the blog Search Recent Posts ------------ - [ExchangeDefender New UI is Live](https://www-preview.exchangedefender.com/blog/2026/05/exchangedefender-new-ui-is-live) - [Announcing ExchangeDefender 10](https://www-preview.exchangedefender.com/blog/2026/04/announcing-exchangedefender-10) - [Merry Christmas](https://www-preview.exchangedefender.com/blog/2025/12/merry-christmas) - [Why IoT Devices Are a Hidden Security Risk for Your Business](https://www-preview.exchangedefender.com/blog/2025/11/why-iot-devices-are-a-hidden-security-risk-for-your-business) - [Top 5 IT Problems Small Businesses Face in 2025 — and How to Fix Them](https://www-preview.exchangedefender.com/blog/2025/10/top-5-it-problems-small-businesses-face-in-2025-and-how-to-fix-them) Categories ---------- - [Archiving](https://www-preview.exchangedefender.com/blog?category=archiving) (21) - [Business Continuity](https://www-preview.exchangedefender.com/blog?category=business-continuity) (13) - [Compliance](https://www-preview.exchangedefender.com/blog?category=compliance) (8) - [ExchangeDefender](https://www-preview.exchangedefender.com/blog?category=exchangedefender) (349) - [General](https://www-preview.exchangedefender.com/blog?category=uncategorized) (590) - [Hosted Services](https://www-preview.exchangedefender.com/blog?category=hosted-services) (86) - [Industry News](https://www-preview.exchangedefender.com/blog?category=industrynews) (29) - [Marketing](https://www-preview.exchangedefender.com/blog?category=marketing) (18) - [Phishing](https://www-preview.exchangedefender.com/blog?category=phishing) (5) - [PRO TIPS](https://www-preview.exchangedefender.com/blog?category=pro-tips) (44) - [Product Features](https://www-preview.exchangedefender.com/blog?category=product-features) (54) - [Security](https://www-preview.exchangedefender.com/blog?category=security) (65) - [Shockey Monkey](https://www-preview.exchangedefender.com/blog?category=shockey-monkey) (22) - [Spamfilter](https://www-preview.exchangedefender.com/blog?category=spamfilter) (5) - [Support](https://www-preview.exchangedefender.com/blog?category=support) (45) - [Webinars](https://www-preview.exchangedefender.com/blog?category=webinars) (44) Solutions --------- - [Stop Spam & Malware](/email-security) - [Hands-Free Email Backup](/livearchive-backup) - [Instant Email Recovery](/inbox) - [Send Private Emails](/corporate-email-encryption) - [Train Against Email Threats](/spearphishing) - [Share Files Safely](/web-file-server) Company ------- - [About ExchangeDefender](/about-us) - [Compliance & Legal](/our-compliance) - [Become a Partner](/partners) - [Support Portal Login](https://support.exchangedefender.com/) - [Microsoft 365 Email Management](/managed-email-operations) - [AI Advisory Service](/management-ai) ![ExchangeDefender](/assets/images/dark-xd-logo.png)USA: +1 (407) 465-6800 United Kingdom: 0800 8620149 Australia: +61 0390010641 Fax: +1 (954) 839-8737 [ ](https://www.facebook.com/ExchangeDefender) [ ](https://www.twitter.com/XD_Defender) [ ](https://www.linkedin.com/company/exchangdefender) [ ](/blog) © 2026 Own Web Now Corp - All rights reserved </> with ❤️ in Orlando [SLA](/sla) [TOS](/tos) [PRIVACY](/privacy-end-users) [AUP](/aup) We're Here to Help 👋 -------------------- Tired of AI 🤖 and hold music? 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