Organize Yahoo Emails

Organizing email in your web based Yahoo email account is not a complicated as it may seem.

This tutorial assumes that you have already logged into your Yahoo mail account.

The tutorial is also available for some other email programs. Refer to the Email archives.

Note:  I have shortened the folder names for this version of the lesson so you can see all, if not most, of the folder name. The navigation bar in Yahoo Mail is not adjustable like the file list in Outlook Express or Outlook.

Also, if you are going to set up your email client on your computer to pickup your mail from Yahoo!, the email client will only pickup the mail in your Inbox. It doesn’t pickup mail that has been sorted into folders. So, this tutorial is for people who use Yahoo! Mail only.

A. Make Folders

  1. On the left is a list of folders. Beside the title Folders there are two links. Click the Add link.

    A script window will appear.

  2. In the box enter SEO Tech Main Group then click Ok.

    The browser window will refresh and on the bottom left a new section appears called My Folders. Under this title is the folder name SEO Tech Main Group.

  3. On the left beside the title Folders click the Add link.

    A script window will appear.

  4. In the box enter SEO Tech Marketing Group then click Ok.

    The browser window will refresh and on the bottom left a new folder name will appear called SEO Tech Marketing Group.

So, so far we have created 2 folders SEO Tech Main Group and SEO Tech Marketing Group.

Now let’s get even more organized.

  1. On the left beside the title Folders click the Add link.

    A script window will appear.

  2. In the box enter SEO Website Dev Training then click Ok.

    The browser window will refresh and on the bottom left a new folder name will appear called SEO Website Dev Training.

  3. On the left beside the title Folders click the Add link.

    A script window will appear.

  4. In the box enter SEO CSS Tutorials then click Ok.

    The browser window will refresh and on the bottom left a new folder name will appear called SEO CSS Tutorials.

  5. Repeat steps 3 and 4 to create the following folders:
    • SEO HTML Tutorials
    • SEO CSS

Now try it on your own. Create some more folders. You might want to organize them as follows:

  • SEO Main Group Guidelines
  • SEO Main Group Lesson Plan and Preparation
  • One folder for each Lesson if you are keeping them all. If you do this one you can sort other people’s questions and answers to specific lessons into the appropriate folder.

Ok, you have all these folders, now what?

Assuming you have not setup any filters yet in your Yahoo mail and all your emails are just going to your Inbox:

B. Create Filters

  1. In the top right there is a link called Mail Options, click it.

    The browser window will refresh and the title will say Mail Options in the main part of the window.

  2. Scroll down until you see a link called Filters. Click it.

    The browser window refreshes and the Filters page appears.

  3. Click the Add button.

    The Add Message Filter page appears.

  4. In the Filter Name box type SEO Main Group.
  5. The next section is where you set the conditions. We are going to set the condition to look at the Subject. The dropdown list beside Subject should be set to contains. In the empty box to the far right of the Subject enter [SEO CLASSROOM].
  6. Now we will set the action. From the dropdown list beside Move the message to: select SEO Main Group.
  7. In the bottom left, click the Add Filter button.
  8. The browser window refreshes and you are back at the Filters page.

    In the left white box should be 1. SEO Main Group.

    In the right white box it should say:

    SEO Main Group

    If…

    Subject contains “[SEO CLASS]”

    Then…

    Move message to SEO Tech Main Group folder

Now try it on your own. Create a filter for the Marketing Group and Website Development Group.

So far you have created folders and filters for the SEO Techniques Mail groups. But what do you do with the existing emails you have been saving?

Move Existing Mail

This part assumes that you still have all the SEO Techniques Mail in your Inbox.

  1. Go to your Inbox.
  2. Click in all the small boxes beside the emails with [SEO CLASS] in the subject.
  3. Click the Move button.

    A list of folders drops down from the Move button.

  4. Select SEO Main Group from the list that drops down.

Look at your Inbox, all the SEO Technique messages should be gone (not really, don’t panic).

Click the SEO Tech Main Group Folder and all your messages for the main group should be there.

Repeat the process above for the Marketing Group mail ([Marketing Class] will be in the subject line) and Website Development Group mail ([WDT CLASS] will be in the subject line).

Now when you pick up your mail the messages should be filed in the appropriate folder.

How do you know you have mail from the group?

If you have new mail from the Main Group in the Folders List the SEO Tech Main Group Folder name will be bold and a number in brackets will appear to the right of the folder name. The same thing happens when you get mail from the Marketing and Web Development groups.

But what about the subfolders you had me create? How do the messages get sorted into these folders?

Well there’s 2 ways:

  1. You can get fancy and create more rules that select messages with [WDT CLASS] and Basic HTML 4.01 Tutorials in the subject (for example) and move them into the SEO HTML Tutorials folder.
  2. You can click each folder then repeat the Move Existing Mail instructions above to move messages to different folders.

I took the fancy route and it’s not working!

What you have to understand about email filters:

  • When your email program picks up your mail it first processes the filters in place. If none of the filters apply, the mail is filed in your Inbox.
  • When the criteria of a filter (conditions) are met the filter is applied (mail is moved to the folder you told it to move it to). That’s how the mail gets sorted into the folders.
  • If you look at your filters list, the mail program starts at the top of the list and checks the message against each filter IN THE ORDER THAT THEY ARE LISTED. So if you have a filter “If the subject contains [WDT CLASS] move it to SEO Website Dev Group” before one like “If the subject contains [WDT CLASS] Basic HTML 4.01 Tutorials then move it to SEO HTML Tutorials” the email is going to be moved to the SEO Website Dev Group folder because that is the first filter that the conditions were met.

To rectify this problem:

We’ll use the SEO Web Dev Group and SEO HTML Tutorials example described above.

  1. Get back to the Filters page (Mail Options, Filters).
  2. Select the filter name for the SEO Web Dev Group.
  3. Click the down button in between the filter name box and the filter conditions box.

    The browser refreshes and the SEO Web Dev Group filter moves down one spot.

  4. Repeat step 3 until the SEO Web Dev Group filter is below the one for the SEO HTML Tutorials filter.

If any of you have questions please ask. This will save you time and make life less confusing if implemented.

This tutorial was originally created for the Successful Website Marketing Class

Revised: May 1, 2006

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2 Responses to “ Organize Yahoo Emails ”

  1. real lavergne says:

    This is great, but suppose I want to save my yahoo messages as txt or doc documents on my computer? Is the only way to do this to use cut-and-paste? Is there no export feature in Yahoo?

    • Yes it appears that the only way to save your Yahoo! emails is to copy and paste into a word processing program or into Notepad.

      If you have an additional email address which you pick up with an email program on your computer (e.g. with Outlook Express) then you could forward the message to yourself at the email address and save the forwarded message.

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