Subject matter/content: If you write in more than one genre, make files for each genre in the beginning. As your collection grows, you will need to make sub-categories. For example, master category might be Nonfiction with subcategories Devotionals, Articles, or Book Ideas.

Other filing system ideas can be found here and here.

Submission Tracking: This is possibly the most critical organizing task for a writer, especially if you send simultaneous submissions. It’s also necessary for managing reprints. My previous post describes several methods, including a free Excel file I created for this purpose. See the full post here.

Finances: Published writers usually get paid for their work. While you’re trying to get published, you need to keep records of writing-related expenses. A simple list on a legal pad will do to start. However, as your career progresses, you will need more sophisticated records. I have created a couple of Excel files for simple income-expense tracking methods. Download a cash-in cash-out writer cash log here. Or, if you prefer something simpler, try this one which lists expenses and income in the same table.

Disclaimer: I am not a CPA and have never wanted to be one. Consult with a tax expert about what expenses can be deducted on your income taxes. Whether or not you use a CPA , you will be responsible for keeping records. See this article for basic information on tax issues for writers.

Communications: File letters or book proposals by publisher’s name because editor names may change over time. I keep most of my documents on the computer because I don’t have much filing space. Warning—if you do this, be absolutely certain that you will be diligent backing up your computer content. A computer crash or power surge could wipe out everything. I use online backup, but there are several other methods listed in my previous post on backup methods. Also, see my post, “Lessons from a Computer Crash.”

Organizing e-mail correspondence can get complicated if you use the same e-mail address for personal and business e-mails. I prefer separating personal from business by using separate addresses. Internet service providers usually offer multiple e-mail accounts, so you could create a new one for your writing. I use a Gmail account myself because you can set it up in Outlook or other e-mail clients without paying a fee. See more detail about handling e-mail in this previous post. After that, check out my post about my e-mail client, Windows Live Mail.

Next post in the Get Organized series will be Intentions: Why and for Whom Do You Write?

Since then, I’ve discovered Windows Live Mail, a souped-up version of Outlook Express, Microsoft’s free e-mail client. I’ve been using it exclusively for a couple of weeks, and I love it! As with anything new, there was a bit of a learning curve, but I think I’ll be sticking with it for the time being. I still have my Outlook 2007 if I change my mind, though.

Read the detailed comparison of WLM, Outlook and Outlook Express by the WLM developers here. The developers are talking about their own product, but I think their glowing evaluation is justified. It does all the things that Outlook 2007 can do, and its FREE.

My favorite feature is the provision for multiple e-mail accounts. I use a Gmail account for my writing and conference communications and a Windows Live (Hotmail) account for personal messages. I also monitor a couple of Gmail accounts for organizations I belong to. Each e-mail account is listed separately, and your incoming and outbound messages are contained within that account’s section. With Outlook, all incoming messages come to the same inbox, and it’s up to me to sort them out and be sure I respond from the correct account. With WLM, as long as I’m functioning within my Gmail account section, my messages send from that Gmail account. With Outlook, you have to remember to choose which account you send from before you click the Send button.

My second favorite feature is the Unread messages section. A picture is worth 1,000 words, so take a look. BTW—you get to choose the color for your background. I chose the coral.

Once you you’ve read all your unread messages, they appear in the Inbox for the specific account they belong to. Neat! I recommend that everyone try it. You can download Windows Live Mail FREE at this link. Help is easy to find as you set up your accounts.

I welcome comments from anyone who has a differing opinion or something better to recommend. I especially welcome comments from anyone who uses Mozilla Thunderbird. That’s one e-mail client I have not tried.