The Secret to Developing an Effective Email Traveling Strategy

Posted by Jason Ephraim on August 18, 2020

Developing an effective email traveling strategy
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Jason Ephraim
Former Vice President of Growth

Former Vice President of Growth at Mailbird

Published on August 18, 2020

I’m always surprised by how much I can travel and still stay connected. Managing email when traveling is possible, and I discovered a way to answer emails on a flight to France, chat with family while on a tour in Thailand, and even (quietly) shoot off a message while meditating in Mumbai. It’s amazing how much we can accomplish and how in-the-loop we can be when we are away from home or the office. 

However, any experienced traveler will tell you it’s not always easy. Especially when I travel abroad, I often wish I knew better how to avoid the common mistakes that make it possible to miss calls, emails, and important news. If you’re like me, you can’t stand the idea of missing something important or time-sensitive, which is why I am going to share with you some tips on email traveling strategy.

Email Traveling: How to Manage Your Inbox When Traveling Internationally

#1. Make Sure You Will Be Able To Charge Up

Email when traveling tip: get an universal adapter

Especially if you are new to global travel, you may not be aware of the myriad different voltages and power-socket types that exist. If you are planning to spend a decent amount of time in one place, read up on the types of outlets and voltage commonly used there. 

You can order an adapter easily enough. However, if (like me) you plan to  travel a great deal, it might make more sense to invest in a universal adapter. You should also look for an adapter that converts voltages. I prefer to forgo the single-plug adapters and use a power strip with a surge protector to be safe.

#2. Use Email Clients to Save Your Money

Email clients such as Mailbird can be a lifesaver

Webmail is great, but how are you going to refer to a booking-reservation email when you can’t connect to the internet? In fact, if you are not on a local provider, you may not even have a data connection on your cell phone. 

The key to successful email traveling is having an email client installed. It’s not that you will always need offline access to your info, but trust me, there is a perfect storm waiting for you if you keep all your vital travel information in the cloud. And you can go over business related emails while on a plane.

Need an email client? No problem – Mailbird is free and works great for Windows users

#3. Let People Know You Are Traveling

Send your contacts a travel email in advance

I am always surprised by how many people don’t use autoresponders when they plan to be traveling. Traveling can be unpredictable. Having a quick message that lets people know you may not be able to get back to them immediately is the best way to prevent long delays. It can also prevent misunderstandings during those times when you find yourself unable to respond. 

I recommend sending a short message letting the sender know you are traveling and may not be able to respond to his or her email immediately. It’s also sometimes appropriate to include a cellphone number for emergencies.

#4. Use Mobile Tethering or Hotspots

Mobile hotspots let you check your email anywhere

Did you know that your mobile device can share its data connection with your other devices? It’s true — most major mobile devices support what is commonly called tethering or mobile hotspots so you can connect to the internet through your phone using your laptop or tablet. 

Using mobile hotspots for email traveling can sometimes be tricky as this uses your device’s data plan. If you have a limited plan, it’s best to use this feature sparingly. If you are worried and want to avoid a shock in the form of a huge cell phone bill, take advantage of your device’s data warnings and limit settings. Most major devices include features with which you can create use alerts and limiters to avoid going over your rate limit and incurring serious charges.

#5. Give People Multiple Ways to Contact You

Inform people about alternative ways to contact you

Okay, this last tip isn’t really an email-when-traveling tip, but speaking of cellphone numbers. It’s always a good idea to make sure people can reach you – regardless of Internet or cell phone coverage. So, I always include both my cell phone number and either a Skype or Google voice number. 

When traveling, you will probably find yourself without either internet access or cell phone network coverage. However, it’s far less likely that you will find yourself without both at the same time. A VOIP (Voice Over Internet Protocol) phone line like Google voice or Skype ensures that when you have access to the internet, you have a way to make and receive calls.

Wrap Up

Email when traveling tips that ensure you never miss out on anything

Email traveling doesn’t have to be a stressful or annoying experience if you have the right tips and tricks up your sleeve. Don’t be afraid to go to a place you’ve never been just because you fear missing out on important emails.

This article is packed with info on how to manage email when traveling internationally. Take every opportunity and every advantage modern technology offers you (to stay connected). As long as you follow these tips, you will never have to worry about missing something important while traveling.

Have an awesome tip of your own? Leave it below in the comments! We’d love to hear how you stay connected while you travel.

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Jason Ephraim
Former Vice President of Growth

Former Vice President of Growth at Mailbird

Published on August 18, 2020

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