Get to grips with your email and stay sane.

It’s been estimated that 6 billion emails are sent worldwide everyday. And in the UK, with 61 per cent of workers using the Internet, we receive on average about 39 email messages a day. It feels like we are reaching information overload, but there are ways that you can manage - if not stem - the constant flow.

1. Check your email twice a day.

Checking your email frequently is one of the biggest time-wasters of the modern office. Avoid it if you can. Try setting aside two periods of time when you know it will be quiet, once in the morning and again at the end of the day, and check it then. If this sounds too drastic, or your fear you may be missing out on important messages, then get some idea of how frequently you check your email and try to slash it in half.

2. Filter the spam.

With all the junk email in circulation, it's vital to use an email program that can filter it, putting it in the wastebasket before you even get to it. But don't just use filters to sort out junk email. Filter business email as well: If, for example, you're on terminally dull company mailing lists filter them into separate folders and read them when you're ready. Many email programs, including iVillage mail, Netscape Messenger, Microsoft Outlook Express and Eudora Pro, have filtering features.

3. Organise your messages and addresses.

Use the address book built into your email program, rather than typing in addresses manually. It's not only more convenient, it's more accurate; you don't want a typo to lead to a missed message. Organise your messages into folders, and file messages as soon as you’ve read them - or as soon as you've acted on them if necessary. That way, your 'in' box will only contain messages that haven't been read or that require further action.

4. Use the extra features.

We all get sick of typing out our names. Instead of constantly signing off emails create an automatic signature with your name and contact details using the special features built into most email programs. If you know you’re going to be away, perhaps on holiday, create an automatic reply that will send an email back to the sender telling them that you are away until a certain date. Most programs can do this and it’s an easy and effective way to lower expectations of a speedy reply. It also never fails to impress the less savvy email user.

5. Stay calm and don’t rush it.

If an email raises your temper don’t reply straight away. By all means compose the blistering email you’d like to send - but only in your head. Take a few moments to calm down then send the realistic one. You could live to regret clicking ‘send’ on a lively blast from the heart! As a general point, it’s also a good idea to spell check important emails before they go.

6. Keep it simple.

A short email message is a good email message. Keep messages -- especially replies -- short. If a simple 'yes' or 'no' will do, that's just about all you need to say.

7. Don’t forget the past.

Email is a great tool and a welcome addition to modern life, but don’t forget that other, older forms of communication are often more appropriate. Does anyone remember going over to talk or using the telephone?