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Posts published in “Email”

“Your Password Has Expired” Scam


Have you received a very official-looking email that says “your password has expired” or “change your password now”?

Before you investigate, be aware that phishers are using this clever scam to target users to gain access to your online account and data. The FTC and IRTC reminds users to avoid clicking on any links via email, avoid reusing passwords, and change passwords through the verified website and never through email.

For more information about this scam, visit the Identity Theft Resource Center or the ITRC TMI Weekly®. Find additional Law Firm Security resources via the Practice Management Assistance Program. Contact for assistance.

How to Text through Email


Many clients are preferring to text with lawyers, but is texting a good idea?

How will you keep a record of your communications with the client? One alternative is to text using email. You can send a text message through email if you know your client’s phone carrier. Texts sent via email are easier to track and store in your firm’s case management system.

For a full explanation of how to text through email, check out this article from inPractice.

For questions about using email and texts with clients, email Courtney Troutman at

New Year’s Predictions: What Could Happen with Legal Technology in 2018


It's a new year and many leading legal experts have made their predictions about what to expect and what could happen with legal technology in 2018. made three tech predictions – that legal bots will become more common, legal developers will find more uses for blockchain in the form of smart contracts and new cyber attacks will continue to shake the world.

The MyCase blog predictions include the rapid adoption of cloud services such as Office 365.

Also, that AI (artificial intelligence) is already becoming embedded in all kinds of software (legal research provider Fastcase is working to make AI available to lawyers), email will soon become a disfavored avenue of communication with clients and more lawyers will need to develop niche practices to combat alternative legal providers online.

For even more predictions, download Bluelock, LLC’s 2018 Legal Technology Predictions white paper.

Contact with questions.

Cybersecurity Alert: All 3 Billion Yahoo! Accounts Breached


If you have email affiliated with a Yahoo! Account, be sure to check it if you haven’t already.

Yahoo started sending out notifications on Tuesday that a September 2016 breach was greater than originally thought.
Today, Yahoo account holders should follow these steps from PC World and CNet. Users should also evaluate their options and consider migrating to a different email platform. CNet shows users how to import  data from Yahoo to a Gmail account or users can follow these tips from UpTime JurisPage to set up a custom email address.
Do you have questions about this cybersecurity alert? Contact for assistance.

How to Manage your Overworked Inbox


Is that overloaded inbox unworkable? Do you wish there was a magical email fairy that would clean it up for you? There are online services that can reduce your stress and get you to inbox zero. is a service that helps you find all the “subscription-based” emails. It helps you roll them into one email and unsubscribe from the ones you do not want.

Sanebox and Alto are two other services that clean up your inbox by filtering what’s important to you and what isn’t.

What other ways can you use to get to inbox zero?  Here are a few tips to help you better manage your inbox:

  • Set aside a time every day to check and review email.  Email experts suggest a specific time in the morning, a specific time before or after lunch (optional), and then a specific time in the late afternoon. Setting aside a specific time allows you to calendar other important tasks and projects. It also enables your mind to think of email management like an appointment on your calendar rather than an entire day project. Professionals who utilize this logic also suggest newbies (new email managers) set an auto reply (until your internal/external contacts get used to your email management/project schedule) that basically says, "Our office is experiencing a higher volume of workload, therefore, I will be checking my e-mail at 8:00 a.m. and at 3:00 p.m. If you require immediate assistance, please call 555-555-5555."

  • Establish the 4 D's Action Model when checking email:
    • Delete (unwanted, unnecessary, and spam emails)
    • Delegate (emails that can be given to an assistant or other staff members in your office)
    • Do (respond to emails that can be taken care of immediately)
    • Delay (emails that you have to complete research prior to responding to or are waiting for a response from other parties)
    • Repeat the cycle often.
  • Use email tools like categories, labels, folders, etc. to help you organize, filter, and find emails.
    • Set up a simple filing system (if you're able to stay on top of checking your folders). An example folder system might be the 4 D's (Delete, Delegate, Do, Delay) or Handle Now, Handle Later, Pending Emails, etc. Be sure to also set up your archives folder if you don't have one (most email management systems do or you just have to turn the feature on if not already established). Law firms might also find it helpful to set up folders by client's last name, the first name for the organization (or check your practice management system to see what way they suggest or what way works for you best).
    • Set up categories or labels by the type of matter. For example, personal injury, domestic, workers compensation, real estate/transactional, social security, etc.
  • Use rules (if available with your email management software/program) to establish a system for delegation (either by the sender's email address, subject matter, or recipient's email address). Depending on the email management system, rules may or may not be able to delegate and send emails for you (research shows this depends on whether the email management software has a timer system established with the rules feature).
  • Use integrated features like Calendar, Tasks, Contacts, etc. to help you organize your other tools you use to set appointments (from email), tasks (from email), save new contacts, etc.
  • If you still want/plan to receive several subscription based emails but don't want them coming to your inbox, you can use a service like Feedly to manage what blogs/subscription services you want to subscribe to under one tool organized by categories/feeds. You can also use social media tools like Twitter to follow what accounts to subscriptions you are interested in (if they are on Twitter) and read what you want to at your own pace.
  • Encourage staff in your firm to send less email OR to condense email into one or two daily emails (if possible).  This may not be that effective when it comes to specific client matters but this may help reduce general office messages, etc. Consider making morning rounds at 8:30 or whatever time works for you/your firm to meet with team members briefly (you can answer questions for them and reduce your workload).

Do you have questions about a tip above or email management, in general? Email or call (803)799-6653, x. 183 or 118 for assistance.