Five Tip Friday – Efficient email on a BlackBerry smartphone

Five Tip Friday

Today I’m going to show you some tricks I use to help make my email read and response times quicker while keeping my messages organized on my BlackBerry® smartphone.

Before we begin, if you are looking to get started with email on a BlackBerry smartphone, then I suggest you start with our post Five Tip Friday – Setting up a new BlackBerry smartphone. If you are looking for some help, you can check out troubleshooting email on a BlackBerry smartphone.

1. Use Auto Text/Word Substitutions for signatures

This is a great tip from a friend of mine — they teach at a few different yoga schools and often sends updates and news from their BlackBerry smartphone to the school’s clients. Instead of typing out an email signature with the school’s contact information each time they compose a new message, they have created a Word Substitution entry for each school. Now all they have to do at the end of an email is type “school1”, “school2” or “school3” to get the custom signature for the school they are representing in the email.

 

To find out how to create a Word Substitution entry, check out our blog post BlackBerry 101 – word substitution and the custom dictionary.

2. Turn off Download Images Automatically

To help save data usage when using your mobile network connection, consider turning off the automatic download of images for a particular email account. In the event you decide to do this, you can always view images in the message by pressing the Menu key and selecting “Get Images”.

1. From the Home screen or from within a folder, select “Messages”
2. Do one of the following:

  • If using BlackBerry® 6 OS or above – Press the Menu key and select “Options”, and then “Email Preferences”
  • If using BlackBerry® Device Software 5.0 or below – Press the Menu key and select “Options”, and then “Email Settings”

3. Select the desired email address located in the drop down next to Message Services
4. To disable downloading of images automatically, clear the check box next to Download Images Automatically
5. Press the Menu key and select “Save”.

3. Set a default email address

For those of you with multiple email addresses but consider one to be your primary account, you can set that primary account as the default messaging service. This is the default account used when you compose a message from the Messages app on your BlackBerry smartphone.

1. From the Home screen or from within a folder, select “Options”
2. Do one of the following:

  • If using BlackBerry 6 OS or above – Select “Device”, “Advanced System Settings” and then “Default Services”
  • If using BlackBerry Device Software 5.0 or below – Select “Advanced Options” and then “Default Services”

3. Select the desired email address located in the drop down next to Messaging (CMIME)
4. Press the Menu key and select “Save”.

4. Set email reconciliation options

Email reconciliation controls what occurs to messages when you delete them. For example, I have “Prompt” for my work and personal addresses because I might want a message deleted off my device but left in my mailbox. I use “Mailbox & Handheld” for my secondary email address because it receives a lot of advertising messages that I have no need to keep. When using a BlackBerry smartphone, choose from three deletion options:

  • Handheld – Messages are only removed from the BlackBerry smartphone
  • Mailbox & Handheld – Messages are removed from the BlackBerry and your inbox
  • Prompt – Each time you delete a message, you are asked whether you want to delete the message on the handheld, or both the mailbox and your handheld

1. From the Home screen or from within a folder select “Messages”
2. Press the Menu key and select “Options” and then “Email Reconciliation”
3. Choose an email address from the drop down next to Message Services
4. Next to Delete On select one of the three options from the drop down menu
5. Press the Menu key and select “Save”

For more information email reconciliation and supported email providers, check out Ty’s post BlackBerry Internet Service – Reconciliation vs. Synchronization.

5. Swiping between Messages

Here is a great way to quickly move between messages if you have a BlackBerry 6 or later device with a touch screen. Once enabled, you can swipe left or right to move between messages.

1. From the Home screen or from within a folder, select “Messages”
2. Press the Menu key and select “Options”, and then “Message Display and Actions”
3. Under the Actions section, check the box next to “Swipe Between Messages”
4. Press the Menu key and select “Save”.

Bonus: Group Messages by Subject

If you have a BlackBerry smartphone with a touch screen that uses BlackBerry 6 or later, this is a great feature that groups emails that are part of the same thread, making it easy to follow an email chain from beginning to end. You can easily tell which messages have multiple threads because of the double envelope icon in the message list (circled in red below).

Have a tip for more efficient email on a BlackBerry smartphone? Leave a comment below and let us know!

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