This week I tested Postbox 1.0, a program designed to handle your email in a smart, helpful manner. Starting Wednesday, this program is available at www.Postbox-Inc.com. Postbox sorts through your email and detects its contents so you can see Web links, photos, contacts and other items themselves with one button click—whether Microsoft Word (MSFT) documents, PDFs or spreadsheets—without digging through messages. Since its inbox is constantly being indexed, all search queries return near-instant results.

Postbox uses an Inspector Pane on the right side of each email to extract and display elements like images, attachments and contact information.

Postbox’s founders come from Mozilla Corp., maker of the popular Firefox browser, so Postbox is based on Mozilla technology and its security standards. Email is indexed locally on your computer, so none of it is sent back across the Web to Postbox. It uses Content Tabs (tabs are another feature borrowed from Firefox) to help visually organize folders, messages and content extracted from those messages. It displays the most important elements of each message in a right-side panel. Received emails can even be edited so they aren’t sitting in your inbox with subject lines like, “Fw: Re: Re: Sept.” Instead, you can rewrite the subject to something like “Flight times.”

But this program isn’t free like Gmail, Hotmail or other Web-based email programs, nor does it come preloaded on a computer the way Apple Mail (AAPL) is on every Mac. Users can try Postbox for a free 30-day trial period after which each license costs $40, allowing one person to use their license on multiple computers (i.e. at work, at home, on a laptop). For another $20, a Family Pack option will give up to five family members use of Postbox. An additional $25 buys a Lifetime Upgrades plan that entitles you to receive free of charge any major version of Postbox that’s released; other nonmajor releases are free upgrades.

I used Postbox on a Mac and a Windows Vista computer, filling it up with thousands of emails from Gmail, Hotmail and .Mac accounts. It didn’t run properly on my company-issued computer, which is plugged into a network firewall. Postbox says it supports open protocols like IMPAP, POP and SMTP, and that it would work with Microsoft Exchange if Exchange were set to use those open protocols.

For all of Postbox’s terrific features, it can be hard to suddenly see your email in a different way since most of our email programs haven’t changed much in years. Outlook, for example, has plenty of hidden features that many people never learn how to use. Postbox seems to know how slow users are to adapt to change and so it reveals many of its features whenever it gets the chance.

For example, Postbox pops up an alert that shows you how to connect this email program to Facebook and Twitter so that you can post status updates or tweets without leaving your email. These connections also let Postbox try to pull one representative photo for each of your email contacts by matching a name in an email with someone’s Facebook or Twitter name—if you follow the person. It also uses photos assigned to contacts in the Mac OS X address book, which is used by Apple Mail.

Or take a feature in Postbox called Topics. This is a way of auto-organizing messages into different groups after you label them as being part of a certain topic, say “Mom’s Birthday.” All messages in an email conversation are grouped into “Mom’s Birthday,” as are any future responses to the same conversation. Postbox gives you three ways to label an email conversation as being part of a certain topic: from the toolbar, using a Topics button in the message header or by pressing “T” from within a message. You can also select a topic as you’re composing an email, pre-sorting that conversation into a designated topic.

Not everyone will like Topics because, however helpful the feature is, it makes the user do more work when he or she just want to get through a huge pile of unread emails. Labeling each email with a certain topic doesn’t take long, but it’s still an extra step. I would like Postbox to create automatic topics for sorting emails. For example, I recently sent and received at least 50 emails related to rescheduling tennis matches. Even though all the messages had the word “tennis” in them, not all of them were related to the same email, so they wouldn’t sort into the topic I created, “Tennis Make-Up.” Postbox says it has considered automatic options like these and may try to incorporate something similar in future versions of the product.

If my 30-day trial ran out tomorrow, I’d miss Postbox’s Inspector Bar the most. This feature works like a filter, instantly sucking out the most important parts in each email—including messages, attachments, images or links—and displaying them in a blue, right-side panel.

Another useful tool in Postbox is the Compose Sidebar. This also appears as a right-side panel but it shows up when someone is writing an email. This panel can display attachments, images, links or contacts found in all emails so you can simply drag and drop that item into your email as you’re composing it. This took me a while to get comfortable using because I’m so used to hunting through emails for things that I need to find. But once it became a habit, I found myself using the Compose Sidebar often.

If you have Postbox running in the background and you get an email, small notifications appear in the bottom left of your screen telling you which email account received the message and who sent it.

In the Content Tabs, which fill up with all attachments, images, links or contacts found in your indexed email, a feature called the Action Bar lets you save, send, or instantly glance at a document. This saves you from opening each email and its attachment, a process that sometimes requires opening a slow-to-open program to see the document. A slider in this Action Bar lets you adjust the size of images from small to large.

Postbox shines a unique light on email and the way we work with it every day. Not all of its features will come naturally for long-time users of the same email program. But for someone who wants a fast search option built into email, Postbox is a winner.

Edited by Walter S. Mossberg.

Email mossbergsolution@wsj.com

Last month, Microsoft unveiled Windows Live, its Web-based attempt to consolidate many of these activities. Windows Live can be found at home.live.com and includes programs that cover a lot of ground: Hotmail (email), SkyDrive (online storage), Spaces (blogging), Calendar and Events (online invitations). Four new Windows Live categories — Profile, People, Photos and Groups — create a Facebook/MySpace-like feel by following activities of networked users and sharing that data with others.

If you’re using a Windows PC, you can additionally download a suite of seven free desktop applications called Windows Live Essentials from download.live.com that enhance and coordinate with the Windows Live services. These include Messenger, Photo Gallery, Mail, Writer, Movie Maker Beta, Family Safety and Toolbar. I downloaded the Essentials and enjoyed using many of them, especially Mail, Messenger and Toolbar.

But I focused my testing this week on the Windows Live Web services, which, as advertised, let me control various elements of my digital life in one place with one password. SkyDrive is a simple and approachable online-storage repository that will be truly useful for a lot of folks who want a central place to keep files. The Windows Live Profile offers handsome personalized pages with bright colors and designs; compared side-by-side with a Facebook page, it made Facebook look dull and sparse. I also used Windows Live Photos to upload digital photos onto my Profile and then shared them with friends and family in three quick steps.

New Windows Live programs include Profile, which offers personalized pages.

Microsoft (MSFT) smartly realized that most people already visit a variety of sites for online pursuits and will want to add those activities to their Windows Live Profile. Users can currently link to 12 other sources, including Twitter, Flickr, Photobucket, WordPress, Pandora and Yelp — but not Facebook or MySpace. Microsoft says that it’s working to build relationships with Facebook and MySpace and hopes to have related news next year.

But though various Web activities can be added to a Live Profile, this connection isn’t as productive as it could be. Take Twitter, for example. I added my Twitter account to my Live Profile, but on Live Profile I could see only tweets from myself and from people in my Windows Live network. To see tweets from the 50 people I follow on Twitter, I had to go to Twitter.com.

I had a similar experience with Pandora. I added my Pandora account to my Live Profile, and when I bookmarked Keith Urban as a favorite artist, this tidbit appeared on my Live Profile page. But when I listened to Christmas tunes for a few hours, nothing on my Profile page reflected this (i.e., “Katie is listening to Bing Crosby’s ‘White Christmas’ ”).

After linking my Live Profile to my Flickr account, I posted photos on Flickr.com, and seconds later, these pics appeared on my Live Profile. But other activities from Flickr weren’t reflected on my Live Profile, such as when my contacts posted photos or when those in a Flickr group of which I’m a member posted photos. To see this, I had to visit Flickr.com.

Microsoft says that in the case of Web activities, the outside companies choose what to show and what not to show. But I can’t use Windows Live as a home base for my other online activities unless it displays useful data that save me trips to other Web sites.

Messenger displays friends’ updates.

Like many social-networking services, Windows Live gives special privileges to those who are in the network. To belong to a Windows Live network, one must first have a Windows Live ID, which anyone can get by signing up for Hotmail, Windows Live Messenger or Xbox Live.

Windows Live also allows interaction with people outside the network. For instance, I can share any of the photos that I upload to my profile with friends and family who don’t have Windows Live IDs by simply emailing a link to them. These people don’t need a Windows Live ID to look at the photos.

When I used Windows Live to share photos with my sister, who has received hundreds of digital shots from me on every photo-sharing Web site I’ve tested, she wasn’t impressed. She correctly pointed out that other sharing sites, like Shutterfly, allow full-screen slideshow views; Windows Live limits slide shows to the size of the browser window.

Windows Live Web services work best on Microsoft’s own Internet Explorer browser, version 6 and up, and a special quick-photo-upload tool works only with Internet Explorer. This uploading tool doesn’t work with Apple’s (AAPL) Safari browser or the Mozilla Firefox browser; instead, you must slowly add each photo to your page, selecting them one at a time.

If you’re using a Windows PC, the Windows Live Essentials are definitely worth installing. Photo Gallery enables simple photo publishing directly from your computer’s collection of My Pictures, and specific faces can be labeled and tagged in each shot. Windows Live Mail, which replaced Outlook Express last year, is a smoothly designed program that I rely on every day for use with three different email accounts. Windows Live Messenger links into the Live Web services specifically by retrieving the status updates for each person in your network and displaying those in a ticker-like panel at the bottom of Messenger. The Windows Live Toolbar works only in Internet Explorer but shows an at-a-glance view of your network’s updates, along with photos, email and calendar — all in the top panel of the browser.

Windows Live Essentials are still in beta, or testing, mode, and Windows Live Web services will add more partnerships next month. I’ll be anxious to see if these new partnerships operate more productively with the Live Profile. Aggregating content from across the Web isn’t worthwhile unless that content is fully and usefully accessible in its new home.

Still, Windows Live Web services and Essentials provide solid tools that can help you organize your email, messaging, photos, storage, scheduling and social networking in one place with one password. That, by itself, is a relief.

Edited by Walter S. Mossberg

• Email us at mossbergsolution@wsj.com. Find this and other columns and videos online free at the All Things Digital Web site: http://walt.allthingsd.com

]]> http://solution.allthingsd.com/20081216/organizing-your-web-life-in-one-place/feed/ 5