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  • What we have to measure for measuring server performance If we can't measure the server processing time from client side?

    - by AsadYarKhan
    If we can not measure the server processing time from client side then which attributes will be good to measure in client side for measuring server side performance and What attributes are important ? I know we can get the server response time, latency and Throughput etc,but how do we understand/interpret the result of server side from these attrubutes. How can we analyse that whether my code is taking lots of time,whether Web Server, whether it is because of Server Machine(H/W).how would i know that which thing needs to be upgrade or improve.Please tell me any article or any book something that I need to study or explain here If you can so I can interpret the result of server side using these attributes response time, latency and throughput.You can tell other performance attribute if I need to understand the server result.

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  • Proxy HTTPS requests to a HTTP backend with NGINX.

    - by Mike
    I have nginx configured to be my externally visible webserver which talks to a backend over HTTP. The scenario I want to achieve is: Client makes HTTPS request to nginx nginx proxies request over HTTP to the backend nginx receives response from backend over HTTP. nginx passes this back to the client over HTTPS My current config (where backend is configured correctly) is: server { listen 80; server_name localhost; location ~ .* { proxy_pass http://backend; proxy_redirect http://backend https://$host; proxy_set_header Host $host; } } My problem is the response to the client (step 4) is sent over HTTP not HTTPS. Any ideas?

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  • nmap reports host up when it isn't

    - by martianway
    On an Ubuntu VM I ran: sudo nmap -sP 192.168.0.* This returned: Starting Nmap 5.00 ( http://nmap.org ) at 2010-12-28 22:46 PST Host 192.168.0.0 is up (0.00064s latency). Host 192.168.0.1 is up (0.00078s latency). Host 192.168.0.2 is up (0.00011s latency). . . . Host 192.168.0.254 is up (0.00068s latency). Host 192.168.0.255 is up (0.00066s latency). The problem is I only have 4 live machines on 192.168.0.* so why did nmap report every ip in the subnet has a live host? The ip address of the Ubuntu machine is 192.168.28.131 From this VM I can ping the live systems on my internal subnet 192.168.0.* and get the expected response. And if I ping a machine that doesn't exist I can get no response as expected.

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  • TCP > COM1 for receiving messages and displaying on POS display pole

    - by JakeTheSnake
    I currently have a Java Applet running on my web page that communicates to a display pole via COM1. However since the Java update I can no longer run self-signed Java Applets and I figure it would just be easier to send an AJAX request back to the server and have the server send a response to a TCP port on the computer...the computer would need a TCP COM virtual adapter. How do I install a virtual adapter to go from a TCP port to COM1? I've looked into com0com and that is just confusing as hell to me, and I don't see how to connect any ports to COM1. I've tried tcp2com but it doesn't seem to install the service in Windows 7 x64. I've tried com2tcp and the interface seems like it WOULD work (I haven't tested), but I don't want an app running on the desktop...it needs to be a service that runs in the background. So to summarize how it would work: Web page on comp1 sends AJAX request to server Server sends text response to comp1 on port 999 comp1 has virtual COM port listening on port 999, sends data to COM1 pole displays data

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  • powershell Read-host does not stop for input

    - by llirik42
    I thought this would be fairly basic, but i'm stuck. I have 3 lines of powershell script in which I want to collect a mailbox name from user input, then create names based on that mailbox name. (later the script proceeds to create the groups in AD, etc) my problem is that when I run all 3 of these lines by pasting them into powershell window, I don't get a change to enter the response to read-host. Instead the script just scrolls through to the next line and uses it as the response for the Read-Host here's the powershell: $name = read-host "enter group name" $groupfull = ($name+'.Full'a) $groupsendas = ($name+'.SendAs') Here's the output: PS C:\Users\kg> $name = read-host "enter group name" enter group name: $groupfull = ($name+'.Full') PS C:\Users\kg> $groupsendas = ($name+'.SendAs') PS C:\Users\kg> Thanks in advance

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  • google webmaster soft 404 on 301

    - by Daniel
    I'm looking through google webmaster that my page is generating soft 404 errors (https://support.google.com/webmasters/answer/181708?hl=en) google says: We recommend that you always return a 404 (Not found) or a 410 (Gone) response code in response to a request for a non-existing page But I've got redirects set up that handle old pages to redirect to the proper new pages using a 301. The website links changed because of a use of a framework, which allows it to be more consistent, but the old pages till have links out there to these. Should I be worried about this? IS google penalizing the site for this? (Using IIS 8, Tomcat, CF10, Win)

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  • Improving Windows Authentication performance on IIS

    - by flalar
    We're struggling with performance issues with a ASP.NET MVC site that is using Windows Authentication. Response time is very slow on the first request to the site when the user is being authenticated. Further, every time the Authorization header is sent from the browser the response time increases with many seconds. The same issue occurs for both executed files and static content like CSS and JS. Access to the application is restricted to users within a certain role and we are now planning to allow access to static files for all authenticated users to see if that helps. The authentication method in use is NTLM. How should we go forward in pinpointing why authentication decreases performance drastically?

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  • insert, delete etc. keys not working on Cherry Strait keyboard

    - by Brabster
    Hey folks, I got a Cherry Strait USB wired keyboard for xmas and I've been unable to get several keys working under Ubuntu 10.10 or Win XP. There are a few keys. including the Print Screen key, insert, end, delete, pg up, pg down and home. I've not been able to identify any others that aren't working. I'm not sure as to the best approach to determine what's wrong. Is there any way to confirm whether there is any output from the keyboard in response to pressing those keys, ideally in Ubuntu as that's where I spend most of my time so that I know if it's a fault with the device itself? (I've tried different USB ports and also hitting those keys whilst in the Keyboard Shortcuts app, no response to these keys)

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  • Problem communicating with one machine in my domain

    - by pmaroun
    Context: 3 HyperV guest images (DC, SQL, MOSS) 1 internal network 1 domain (PJM.COM) DC: 192.168.0.192 SQL: 192.168.0.153 MOSS:192.168.0.160 I am having communication problems from/to the MOSS machine from the other two. I removed the MOSS machine from the domain and cannot rejoin. When I ping the MOSS machine from DC, I get the following response: Pinging MOSS [192.168.0.152] Reply from 192.168.0.192 Destination host unreachable (4 times) When I ping the MOSS machine from SQL, I get the following response: Pinging MOSS [192.168.0.152] Reply from 192.168.0.153 Destination host unreachable (4 times) From the MOSS machine, I can ping the server names, however I cannot ping the FQDN. When I ping from the DC and SQL machines, I get IPv4 addresses. When I ping from the MOSS machine, I get IPv6 addresses. I'm a developer and don't know what steps to take to resolve this issue. Please help!?

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  • Possible to redirect from HTTPS to HTTP behind load-balancer?

    - by Derek Hunziker
    I have a basic ASP.NET application that sits behind an F5 load-balancer. Incoming SSL requests (over HTTPS) terminate at the load-balancer and all internal communication between the load-balancer and my application servers is unsecure (over HTTP). When a unsecure request comes in, my app is able to use Response.Redirect("https://...") to redirect a secure URL with no problems. However, the other direction appears to be impossible - I cannot redirect from HTTPS to HTTP using Response.Redirect() from my application. The URL remains HTTPS for the client and does not change. Could the F5 be preventing the redirect for ever reaching the client? Is there any special configuration necessary to let this happen?

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  • Tool to launch a script driven by modem activity

    - by Will M
    Can anyone suggest a software tool (preferably under Windows XP or later) that would launch an application or script in response to a phone call being received on a landline phone line connected to a data modem on the same PC? or, better, in response to a sequence of touch-tones being played over such a phone line. This would allow, for example, using the telephone to manipulate firewall settings so as to create another layer of security in connection with remote internet access to that computer. I seem to recall seeing tools to do this sort of thing in the days before broadband internet access, when there was more attention to various tips and tricks for the dial-up modem, but a few attempts at Google hasn't turned anything up.

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  • htaccess filesMatch exclusion

    - by Hikari
    I have the following directive in my htaccess <filesMatch "\.(gif|jpe?g|png|js|css|swf|php|ico|txt|pdf|xml|html?)$"> FileETag None <ifModule mod_headers.c> Header unset ETag Header set Cache-Control "max-age=0, no-cache, no-store, must-revalidate" Header set Pragma "no-cache" Header set Expires "Wed, 11 Jan 1984 05:00:00 GMT" </ifModule> </filesMatch> I copied that regex from someplace in Web months ago. It should add those headers to any HTTP Response that does NOT have those extensions. But it's not working, it's adding them to any Response. I also need to create another directive to add Header set Cache-Control "max-age=3600, public" to Responses of files that DOES have them. Could anybody help me make proper fileMatch regexes?

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  • How to measure that a host is good for users in Egypt ?

    - by Sherif Buzz
    Hi all, I currently have a site that's hosted in Texas. The majority of my users are from Egypt and I'm a bit concerned that the current hosting is not the optimal in terms of performance. The site is not slow but for how can I know if, for example, hosting it in Europe or Asia is better ? To clarify I need to know there is a way that I can test different hosting options - for example how can I test the average response time between Egypt and a host in Texas, the average response time between Egypt and a host in the UK ?

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  • CentOS Can't connect to FTP

    - by Steven
    I'm having troubles connecting to my ftp server. Here's what it says, Status: Connected Status: Retrieving directory listing... Command: PWD Response: 257 "/home/sxxxn" Command: TYPE I Response: 200 Switching to Binary mode. Command: PASV Error: Connection timed out Error: Failed to retrieve directory listing My vsftpd.conf file: local_enable=YES write_enable=YES local_umask=022 dirmessage_enable=YES xferlog_enable=YES connect_from_port_20=YES ftpd_banner=Welcome to xxxx.com xferlog_std_format=NO chroot_local_user=NO chroot_list_enable=NO chroot_list_file=/etc/vsftpd/chroot_list listen=YES pasv_enable=YES pasv_min_port=3000 pasv_max_port=3050 pasv_address=64.xx.xx.xxx pam_service_name=vsftpd userlist_enable=YES userlist_deny=NO userlist_file=/etc/vsftpd/vsftpd.userlist And I've got these 2 in my iptables -A INPUT -p tcp -m tcp --dport 21 -j ACCEPT -A INPUT -p tcp -m tcp --dport 3000:3050 -j ACCEPT I've also disabled selinux.

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  • Why does sub_filter seem to not work when used in conjunction with proxy_pass?

    - by kylehayes
    Given the following configuration of nginx: server { listen 80; server_name apilocal; sub_filter "apiupstream/api" "apilocal"; sub_filter_once off; location /people/ { proxy_pass http://apiupstream/api/people/; proxy_set_header Accept-Encoding ""; } } Sub_filter does not properly response parts of the response. Once I remove proxy_pass from the configuration, it works properly. A lot of folks with this problem end up having gzip compression from the upstream server. I've verified that my upstream server does not have gzip encoding turned on for its responses. But just in case, I've also used the proxy_set_header above to not accept gzip. Is there potentially something else I'm missing?

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  • Ubuntu in Virtualbox - web server very slow when using local IP address

    - by Lenny Marnham
    I'm using Ubuntu (Lucid Lynx) to learn Ruby On Rails. I'm running Ubuntu in VirtualBox (the host is Windows 7 Ultimate), using bridged networking. When I run my Rails app and point the browser at it using localhost:3000, the app responds immediately and my page is rendered in a second or two. However, if I use 10.0.0.5:3000 (where 10.0.0.5 is my IP address reported using ifconfig), the response from my rails app is incredibly slow - maybe 30 seconds or more for the server to respond and render the page. This happens in both Firefox and Chrome. Also, when I hit the Rails app from the host (to test it in IE), I get the same slooooooow response. Any ideas what might be going on? I've tried it with two different routers, and on two different networks (work and home) with the same result. Cheers all.

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  • Why do Apache access logs - timer resolution issue?

    - by Rob
    When going through Apache 2.2 access logs, logging with the %D directive (The time taken to serve the request, in microseconds), that it's very common for a 200 response to have a given number of bytes, but a "time to serve" of zero. For example, a given URL might be requested 10 times in a single day, and a 200 response is sent for them all, and all return, say 1000 bytes. However, 7 of them have a "time to serve" of zero, while the other 3 have a time to serve of 1 second. Is this simply because the request was served faster than the resolution of the timer Apache uses?

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  • Python cannot go over internet network

    - by user1642826
    I am currently trying to work with python networking and I have reached a bit of a road block. I am not able to network with any computer but localhost, which is kind-of useless with what networking is concerned. I have tried on my local network, from one computer to another, and I have tried over the internet, both fail. The only time I can make it work is if (when running on the server's computer) it's ip is set as 'localhost' or '192.168.2.129' (computers ip). I have spent hours going over opening ports with my isp and have gotten nowhere, so I decided to try this forum. I have my windows firewall down and I have included some pictures of important screen shots. I have no idea what the problem is and this has spanned almost a year of calls to my isp. The computer, modem, and router have all been replaced in that time. Screen shots: import socket import threading import socketserver class ThreadedTCPRequestHandler(socketserver.BaseRequestHandler): def handle(self): data = self.request.recv(1024) cur_thread = threading.current_thread() response = "{}: {}".format(cur_thread.name, data) self.request.sendall(b'worked') class ThreadedTCPServer(socketserver.ThreadingMixIn, socketserver.TCPServer): pass def client(ip, port, message): sock = socket.socket(socket.AF_INET, socket.SOCK_STREAM) sock.connect((ip, port)) try: sock.sendall(message) response = sock.recv(1024) print("Received: {}".format(response)) finally: sock.close() if __name__ == "__main__": # Port 0 means to select an arbitrary unused port HOST, PORT = "192.168.2.129", 9000 server = ThreadedTCPServer((HOST, PORT), ThreadedTCPRequestHandler) ip, port = server.server_address # Start a thread with the server -- that thread will then start one # more thread for each request server_thread = threading.Thread(target=server.serve_forever) # Exit the server thread when the main thread terminates server_thread.daemon = True server_thread.start() print("Server loop running in thread:", server_thread.name) ip = '12.34.56.789' print(ip, port) client(ip, port, b'Hello World 1') client(ip, port, b'Hello World 2') client(ip, port, b'Hello World 3') server.shutdown() I do not know where the error is occurring. I get this error: Traceback (most recent call last): File "C:\Users\Dr.Frev\Desktop\serverTest.py", line 43, in <module> client(ip, port, b'Hello World 1') File "C:\Users\Dr.Frev\Desktop\serverTest.py", line 18, in client sock.connect((ip, port)) socket.error: [Errno 10061] No connection could be made because the target machine actively refused it Any help will be greatly appreciated. *if this isn't a proper forum for this, could someone direct me to a more appropriate one.

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  • Exclude localhost from htt_proxy

    - by Chilloutman
    I'm trying to access a server that is running locally on my machine (localhost). I'm using the "wget"-command to download the servers http-response. I've also tried using the "curl"-command to do this, but both (wget and curl) are trying to get through my proxy-server and failing at it: --2010-05-04 09:05:34-- http://localhost:8080/api/getplist ... Proxy request sent, awaiting response... 503 Service Unavailable 2010-05-04 09:05:35 ERROR 503: Service Unavailable. Obviously they shouldn't need to go through the proxy, right? So I disabled the http_proxy: export http_proxy="" And then it worked fine. Disabling the the http_proxy every time or permanently are no options. How can I set it to ignore the proxy settings when accessing "localhost"?

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  • Site on IIS 7.5 accessible via SSL on server, but not from local network

    - by bnieland
    I have a site set up on IIS 7.5. I added the following binding... type: https Host Name: [Blank] Port: 443 IP Address: 192.168.1.6 Binding Information: [Blank] I can access the site via https://192.168.1.6 from the server itself. When I try to access the site from another machine (193.168.1.4) on the same sub-net via https://192.168.1.6 I get no response. http://192.168.1.6 returns the site as expected. I have used wireshark to examine the packets on the server, the first of which I have included as an image. There were two other packets, very similar to this. There was no response from the server. Any Ideas?

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  • How failover should work in IIS cluster with Application Request Routing?

    - by username
    I have set up several servers with IIS and connected them to the load balancer - server with installed IIS Application Request Routing. I have created a server farm and added two servers. Then I stopped IIS on the first server and tried to open my web site. It returned me an error: 502 - Web server received an invalid response while acting as a gateway or proxy server. But if instead of stopping IIS I shut down the first server, I'm getting a response from the next server which is online. The question is, what the expected behaviour should be for failover with ARR, should it switch me to the next server if IIS is stopped and server is online?

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  • How to run multiple Nginx instances on different port...

    - by Edvinas
    Hi, I would like to have several Nginx instances running on my server on separate ports (for example one user runs Nginx on port 2345, and another user on port 2346). So far, I have been successful in compiling and running the server on their designated ports. However, I am running into a weird issue: If i visit domain1.com:2345 or domain2.com:2346 I get the correct (200) response but if I visit domain1.com or domain2.com (without specifying the port) I get no response at all. Any help/clues in figuring out how to set this up would be highly appreciated.

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  • nginx: handling 404 with error_page

    - by ytw
    Originally, I have something like this in the nginx.conf file. location ^~ /test_api { types { application/json json; } root /usr/local/www/data; rewrite "/test_api/(.*)" /api_response/test_api_$1.json break; error_page 404 /api_response/unknown_request.json; } When a requested resource is not found locally, unknown_request.json (default response) is returned correctly. Then I had to change the rewrite to point to a remote server as follows: rewrite "/test_api/(.*)" $scheme://www.somedomain.com/test_api_$1 break; It doesn't return unknown_request.json (default response) anymore even though the remote server returns a 404. Is there a way to continue to return unknown_request.json to the client when the remote server returns a 404 assuming the remote server can't be changed to return unknown_request.json? Thanks very much.

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  • Processing Email in Outlook

    - by Daniel Moth
    A. Why Goal 1 = Help others: Have at most a 24-hour response turnaround to internal (from colleague) emails, typically achieving same day response. Goal 2 = Help projects: Not to implicitly pass/miss an opportunity to have impact on electronic discussions around any project on the radar. Not achieving goals 1 & 2 = Colleagues stop relying on you, drop you off conversations, don't see you as a contributing resource or someone that cares, you are perceived as someone with no peripheral vision. Note this is perfect if all you are doing is cruising at your job, trying to fly under the radar, with no ambitions of having impact beyond your absolute minimum 'day job'. B. DON'T: Leave unread email lurking around Don't: Receive or process all incoming emails in a single folder ('inbox' or 'unread mail'). This is actually possible if you receive a small number of emails (e.g. new to the job, not working at a company like Microsoft). Even so, with (your future) success at any level (company, community) comes large incoming email, so learn to deal with it. With large volumes, it is best to let the system help you by doing some categorization and filtering on your behalf (instead of trying to do that in your head as you process the single folder). See later section on how to achieve this. Don't: Leave emails as 'unread' (or worse: read them, then mark them as unread). Often done by individuals who think they possess super powers ("I can mentally cache and distinguish between the emails I chose not to read, the ones that are actually new, and the ones I decided to revisit in the future; the fact that they all show up the same (bold = unread) does not confuse me"). Interactions with this super-powered individuals typically end up with them saying stuff like "I must have missed that email you are talking about (from 2 weeks ago)" or "I am a bit behind, so I haven't read your email, can you remind me". TIP: The only place where you are "allowed" unread email is in your Deleted Items folder. Don't: Interpret a read email as an email that has been processed. Doing that, means you will always end up with fake unread email (that you have actually read, but haven't dealt with completely so you then marked it as unread) lurking between actual unread email. Another side effect is reading the email and making a 'mental' note to action it, then leaving the email as read, so the only thing left to remind you to carry out the action is… you. You are not super human, you will forget. This is a key distinction. Reading (or even scanning) a new email, means you now know what needs to be done with it, in order for it to be truly considered processed. Truly processing an email is to, for example, write an email of your own (e.g. to reply or forward), or take a non-email related action (e.g. create calendar entry, do something on some website), or read it carefully to gain some knowledge (e.g. it had a spec as an attachment), or keep it around as reference etc. 'Reading' means that you know what to do, not that you have done it. An email that is read is an email that is triaged, not an email that is resolved. Sometimes the thing that needs to be done based on receiving the email, you can (and want) to do immediately after reading the email. That is fine, you read the email and you processed it (typically when it takes no longer than X minutes, where X is your personal tolerance – mine is roughly 2 minutes). Other times, you decide that you don't want to spend X minutes at that moment, so after reading the email you need a quick system for "marking" the email as to be processed later (and you still leave it as 'read' in outlook). See later section for how. C. DO: Use Outlook rules and have multiple folders where incoming email is automatically moved to Outlook email rules are very powerful and easy to configure. Use them to automatically file email into folders. Here are mine (note that if a rule catches an email message then no further rules get processed): "personal" Email is either personal or business related. Almost all personal email goes to my gmail account. The personal emails that end up on my work email account, go to a dedicated folder – that is achieved via a rule that looks at the email's 'From' field. For those that slip through, I use the new Outlook 2010  quick step of "Conversation To Folder" feature to let the slippage only occur once per conversation, and then update my rules. "External" and "ViaBlog" The remaining external emails either come from my blog (rule on the subject line) or are unsolicited (rule on the domain name not being microsoft) and they are filed accordingly. "invites" I may do a separate blog post on calendar management, but suffice to say it should be kept up to date. All invite requests end up in this folder, so that even if mail gets out of control, the calendar can stay under control (only 1 folder to check). I.e. so I can let the organizer know why I won't be attending their meeting (or that I will be). Note: This folder is the only one that shows the total number of items in it, instead of the total unread. "Inbox" The only email that ends up here is email sent TO me and me only. Note that this is also the only email that shows up above the systray icon in the notification toast – all other emails cannot interrupt. "ToMe++" Email where I am on the TO line, but there are other recipients as well (on the TO or CC line). "CC" Email where I am on the CC line. I need to read these, but nobody is expecting a response or action from me so they are not as urgent (and if they are and follow up with me, they'll receive a link to this). "@ XYZ" Emails to aliases that are about projects that I directly work on (and I wasn't on the TO or CC line, of course). Test: these projects are in my commitments that I get measured on at the end of the year. "Z Mass" and subfolders under it per distribution list (DL) Emails to aliases that are about topics that I am interested in, but not that I formally own/contribute to. Test: if I unsubscribed from these aliases, nobody could rightfully complain. "Admin" folder, which resides under "Z Mass" folder Emails to aliases that I was added typically by an admin, e.g. broad emails to the floor/group/org/building/division/company that I am a member of. "BCC" folder, which resides under "Z Mass" Emails where I was not on the TO or the CC line explicitly and the alias it was sent to is not one I explicitly subscribed to (or I have been added to the BCC line, which I briefly touched on in another post). When there are only a few quick minutes to catch up on email, read as much as possible from these folders, in this order: Invites, Inbox, ToMe++. Only when these folders are all read (remember that doesn't mean that each email in them has been fully dealt with), we can move on to the @XYZ and then the CC folders. Only when those are read we can go on to the remaining folders. Note that the typical flow in the "Z Mass" subfolders is to scan subject lines and use the new Ctrl+Delete Outlook 2010 feature to ignore conversations. D. DO: Use Outlook Search folders in combination with categories As you process each folder, when you open a new email (i.e. click on it and read it in the preview pane) the email becomes read and stays read and you have to decide whether: It can take 2 minutes to deal with for good, right now, or It will take longer than 2 minutes, so it needs to be postponed with a clear next step, which is one of ToReply – there may be intermediate action steps, but ultimately someone else needs to receive email about this Action – no email is required, but I need to do something ReadLater – no email is required from the quick scan, but this is too long to fully read now, so it needs to be read it later WaitingFor – the email is informing of an intermediate status and 'promising' a future email update. Need to track. SomedayMaybe – interesting but not important, non-urgent, non-time-bound information. I may want to spend part of one of my weekends reading it. For all these 'next steps' use Outlook categories (right click on the email and assign category, or use shortcut key). Note that I also use category 'WaitingFor' for email that I send where I am expecting a response and need to track it. Create a new search folder for each category (I dragged the search folders into my favorites at the top left of Outlook, above my inboxes). So after the activity of reading/triaging email in the normal folders (where the email arrived) is done, the result is a bunch of emails appearing in the search folders (configure them to show the total items, not the total unread items). To actually process email (that takes more than 2 minutes to deal with) process the search folders, starting with ToReply and Action. E. DO: Get into a Routine Now you have a system in place, get into a routine of using it. Here is how I personally use mine, but this part I keep tweaking: Spend short bursts of time (between meetings, during boring but mandatory meetings and, in general, 2-4 times a day) aiming to have no unread emails (and in the process deal with some emails that take less than 2 minutes). Spend around 30 minutes at the end of each day processing most urgent items in search folders. Spend as long as it takes each Friday (or even the weekend) ensuring there is no unnecessary email baggage carried forward to the following week. F. Other resources Official Outlook help on: Create custom actions rules, Manage e-mail messages with rules, creating a search folder. Video on ignoring conversations (Ctrl+Del). Official blog post on Quick Steps and in particular the Move Conversation to folder. If you've read "Getting Things Done" it is very obvious that my approach to email management is driven by GTD. A very similar approach was described previously by ScottHa (also influenced by GTD), worth reading here. He also described how he sets up 2 outlook rules ('invites' and 'external') which I also use – worth reading that too. Comments about this post welcome at the original blog.

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  • Processing Email in Outlook

    - by Daniel Moth
    A. Why Goal 1 = Help others: Have at most a 24-hour response turnaround to internal (from colleague) emails, typically achieving same day response. Goal 2 = Help projects: Not to implicitly pass/miss an opportunity to have impact on electronic discussions around any project on the radar. Not achieving goals 1 & 2 = Colleagues stop relying on you, drop you off conversations, don't see you as a contributing resource or someone that cares, you are perceived as someone with no peripheral vision. Note this is perfect if all you are doing is cruising at your job, trying to fly under the radar, with no ambitions of having impact beyond your absolute minimum 'day job'. B. DON'T: Leave unread email lurking around Don't: Receive or process all incoming emails in a single folder ('inbox' or 'unread mail'). This is actually possible if you receive a small number of emails (e.g. new to the job, not working at a company like Microsoft). Even so, with (your future) success at any level (company, community) comes large incoming email, so learn to deal with it. With large volumes, it is best to let the system help you by doing some categorization and filtering on your behalf (instead of trying to do that in your head as you process the single folder). See later section on how to achieve this. Don't: Leave emails as 'unread' (or worse: read them, then mark them as unread). Often done by individuals who think they possess super powers ("I can mentally cache and distinguish between the emails I chose not to read, the ones that are actually new, and the ones I decided to revisit in the future; the fact that they all show up the same (bold = unread) does not confuse me"). Interactions with this super-powered individuals typically end up with them saying stuff like "I must have missed that email you are talking about (from 2 weeks ago)" or "I am a bit behind, so I haven't read your email, can you remind me". TIP: The only place where you are "allowed" unread email is in your Deleted Items folder. Don't: Interpret a read email as an email that has been processed. Doing that, means you will always end up with fake unread email (that you have actually read, but haven't dealt with completely so you then marked it as unread) lurking between actual unread email. Another side effect is reading the email and making a 'mental' note to action it, then leaving the email as read, so the only thing left to remind you to carry out the action is… you. You are not super human, you will forget. This is a key distinction. Reading (or even scanning) a new email, means you now know what needs to be done with it, in order for it to be truly considered processed. Truly processing an email is to, for example, write an email of your own (e.g. to reply or forward), or take a non-email related action (e.g. create calendar entry, do something on some website), or read it carefully to gain some knowledge (e.g. it had a spec as an attachment), or keep it around as reference etc. 'Reading' means that you know what to do, not that you have done it. An email that is read is an email that is triaged, not an email that is resolved. Sometimes the thing that needs to be done based on receiving the email, you can (and want) to do immediately after reading the email. That is fine, you read the email and you processed it (typically when it takes no longer than X minutes, where X is your personal tolerance – mine is roughly 2 minutes). Other times, you decide that you don't want to spend X minutes at that moment, so after reading the email you need a quick system for "marking" the email as to be processed later (and you still leave it as 'read' in outlook). See later section for how. C. DO: Use Outlook rules and have multiple folders where incoming email is automatically moved to Outlook email rules are very powerful and easy to configure. Use them to automatically file email into folders. Here are mine (note that if a rule catches an email message then no further rules get processed): "personal" Email is either personal or business related. Almost all personal email goes to my gmail account. The personal emails that end up on my work email account, go to a dedicated folder – that is achieved via a rule that looks at the email's 'From' field. For those that slip through, I use the new Outlook 2010  quick step of "Conversation To Folder" feature to let the slippage only occur once per conversation, and then update my rules. "External" and "ViaBlog" The remaining external emails either come from my blog (rule on the subject line) or are unsolicited (rule on the domain name not being microsoft) and they are filed accordingly. "invites" I may do a separate blog post on calendar management, but suffice to say it should be kept up to date. All invite requests end up in this folder, so that even if mail gets out of control, the calendar can stay under control (only 1 folder to check). I.e. so I can let the organizer know why I won't be attending their meeting (or that I will be). Note: This folder is the only one that shows the total number of items in it, instead of the total unread. "Inbox" The only email that ends up here is email sent TO me and me only. Note that this is also the only email that shows up above the systray icon in the notification toast – all other emails cannot interrupt. "ToMe++" Email where I am on the TO line, but there are other recipients as well (on the TO or CC line). "CC" Email where I am on the CC line. I need to read these, but nobody is expecting a response or action from me so they are not as urgent (and if they are and follow up with me, they'll receive a link to this). "@ XYZ" Emails to aliases that are about projects that I directly work on (and I wasn't on the TO or CC line, of course). Test: these projects are in my commitments that I get measured on at the end of the year. "Z Mass" and subfolders under it per distribution list (DL) Emails to aliases that are about topics that I am interested in, but not that I formally own/contribute to. Test: if I unsubscribed from these aliases, nobody could rightfully complain. "Admin" folder, which resides under "Z Mass" folder Emails to aliases that I was added typically by an admin, e.g. broad emails to the floor/group/org/building/division/company that I am a member of. "BCC" folder, which resides under "Z Mass" Emails where I was not on the TO or the CC line explicitly and the alias it was sent to is not one I explicitly subscribed to (or I have been added to the BCC line, which I briefly touched on in another post). When there are only a few quick minutes to catch up on email, read as much as possible from these folders, in this order: Invites, Inbox, ToMe++. Only when these folders are all read (remember that doesn't mean that each email in them has been fully dealt with), we can move on to the @XYZ and then the CC folders. Only when those are read we can go on to the remaining folders. Note that the typical flow in the "Z Mass" subfolders is to scan subject lines and use the new Ctrl+Delete Outlook 2010 feature to ignore conversations. D. DO: Use Outlook Search folders in combination with categories As you process each folder, when you open a new email (i.e. click on it and read it in the preview pane) the email becomes read and stays read and you have to decide whether: It can take 2 minutes to deal with for good, right now, or It will take longer than 2 minutes, so it needs to be postponed with a clear next step, which is one of ToReply – there may be intermediate action steps, but ultimately someone else needs to receive email about this Action – no email is required, but I need to do something ReadLater – no email is required from the quick scan, but this is too long to fully read now, so it needs to be read it later WaitingFor – the email is informing of an intermediate status and 'promising' a future email update. Need to track. SomedayMaybe – interesting but not important, non-urgent, non-time-bound information. I may want to spend part of one of my weekends reading it. For all these 'next steps' use Outlook categories (right click on the email and assign category, or use shortcut key). Note that I also use category 'WaitingFor' for email that I send where I am expecting a response and need to track it. Create a new search folder for each category (I dragged the search folders into my favorites at the top left of Outlook, above my inboxes). So after the activity of reading/triaging email in the normal folders (where the email arrived) is done, the result is a bunch of emails appearing in the search folders (configure them to show the total items, not the total unread items). To actually process email (that takes more than 2 minutes to deal with) process the search folders, starting with ToReply and Action. E. DO: Get into a Routine Now you have a system in place, get into a routine of using it. Here is how I personally use mine, but this part I keep tweaking: Spend short bursts of time (between meetings, during boring but mandatory meetings and, in general, 2-4 times a day) aiming to have no unread emails (and in the process deal with some emails that take less than 2 minutes). Spend around 30 minutes at the end of each day processing most urgent items in search folders. Spend as long as it takes each Friday (or even the weekend) ensuring there is no unnecessary email baggage carried forward to the following week. F. Other resources Official Outlook help on: Create custom actions rules, Manage e-mail messages with rules, creating a search folder. Video on ignoring conversations (Ctrl+Del). Official blog post on Quick Steps and in particular the Move Conversation to folder. If you've read "Getting Things Done" it is very obvious that my approach to email management is driven by GTD. A very similar approach was described previously by ScottHa (also influenced by GTD), worth reading here. He also described how he sets up 2 outlook rules ('invites' and 'external') which I also use – worth reading that too. Comments about this post welcome at the original blog.

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