27/02/2014

By Vladimir Spirin, Managing Director at EverDesk

Whether it’s in the office, meeting with a client or taking a call when out and about, it’s not always easy to find key project documents without trawling through files and emails and switching between email and Windows folders.

For this reason, an integrated email, calendar, address book and file management application (an advanced email client), can go a long way to help users become more productive and prevent the stress that the loss or corruption of files and messages causes.

Below are a few ways that an advanced email client application can help users avoid some of the most time-consuming, headache-inducing aspects of email.

Problem One: Finding and Organising Related Files

In most cases messages, documents and files relating to the same subject are stored in different places and will require different applications to access and manage them. Invariably, this means spending time switching between different applications and opening different windows. Many people also have huge volumes of different data types, creating a real need to make it easier to search and identify different files.

Bolstering a regular, standard email client with an advanced, personal information and file manager meets this requirement by making it possible to keep all information related to the same subject in a single Windows folder. Having the ability to mark, add tags, and assign categories also increases information management capabilities – in general, making life a lot easier.

Problem Two: Loss and Corruption

Most email clients store messages, attachments, calendar data and contacts within a single database file (in Microsoft Outlook, for example, data is stored as .pst files). As the file grows in size, this can lead to loss of performance. In some cases, the application will simply freeze, unable to handle the large volume of data in a single file. And in the event that it gets lost or corrupted, all emails, attachments, calendars and contacts may be lost.

An advanced email client application helps avoid this by processing and storing messages and documents as separate files in regular Windows folders, which also makes working with the data more straightforward.

Problem Three: Data Security and Downtime

A lot of people still feel uncomfortable about saving and storing sensitive and confidential information in the cloud. Equally, the same is true of sending it via email, which is only really secured when its encrypted which, with web-based solutions, has to be done locally prior to being sent.

Even using the largest, most reputable solutions, downtime can also be an issue, with users facing the very real risk of being cut-off from crucial data.

Using both offline and online solutions to synchronise and store files, confidential information is stored securely and messages can comfortably be sent and received encrypted. Possible downtime or lack of Internet access is also taken care of as data is located on the computer and can be accessed at any time using the application.

Problem Four: Limited Features and Functionality

Using web-based email and file-sharing services can help meet flexible, mobile working requirements. Often however, they are still pretty limited in terms of the features and functionality they offer, especially compared with desktop applications. In particular, it’s difficult to access different email accounts, address books, calendars etc. without having to log in and out all the time.

The fact that advanced email clients sync with multiple cloud-based accounts makes it possible to work simultaneously with multiple mailboxes, calendars, address books and cloud drives. Being a desktop application, they also offer better functionality and features, creating a more efficient user experience.

Problem Five: Lack of Support

Modern email applications have become increasingly more sophisticated, which is, for the most part, a good thing. On the other hand, when you run into a problem – especially with a free application – it can feel like you’re on your own. And as most people can relate, searching around in forums for a fix or deciphering generic ‘help’ items can be time-consuming and frustrating.

Using a low subscription fee advanced email client opens the door to multiple, interactive support channels, including email, Skype, phone and knowledge-based FAQs – making even the most frustrating of problems far easier to overcome.