ESSENTIAL EMAIL MANAGEMENT PRACTICES ...................................................................................................1 Best Practice Methods ................................................................................................

...............................1 Your Mailbox................................................................................................................................................2 Creating Folders in your Inbox..................................................................................................................2 Attachments.................................................................................................................................................3 Email and Attachment File Sizes..............................................................................................................4 Check the total size of your Mailbox ........................................................................................................5 Archiving.......................................................................................................................................................6 Auto Archiving Folders ...............................................................................................................................6 Deleted Items Folder ..................................................................................................................................7 Recover Deleted Items ..............................................................................................................................8 Rules.............................................................................................................................................................8 Create a Rule to move email from a person to the Overflow folder ....................................................8 Personal Folders.........................................................................................................................................9 Creating a Personal Folder File in Outlook .............................................................................................9 Compacting Personal Folders.................................................................................................................12 Size of personal folders ...........................................................................................................................13 Exiting from Outlook .................................................................................................................................13 Recommendation......................................................................................................................................13

Essential Email Management Practices
Email is a wonderful tool which can make communicating very easy. However, it generates an enormous number of emails and every email sent or received is stored on the MS Exchange server. This is why it is necessary for quotas to be applied to Mailboxes and for every email user to practice good filing methods to manage the volume of email stored. The flow of email through a Mailbox

Best Practice Methods
• • • Spring clean your Mailbox at least once a month and delete any non-essential emails. A general rule is if you haven’t referred to the email for two months, delete or archive it. Create folders to help organise your email Save attachments to a network drive

priority or other criteria that may suit your work processes. Messages normally arrive in your Inbox. Before or after you read them you can file them in folders according to topic.View Folder List from the menu • • • Right-click on the Inbox folder Select New Folder from the menu Type in a folder name. do not ignore them. You need to manage your Mailbox or eventually you will not be able to send or receive e-mail. sender. When you get warnings about the size of your Mailbox. turn on Folder List . in this case we are calling it Overflow .• • • • • • Keep a check on the size of emails and of your Mailbox Archive to delete or refile emails Automatically Empty Deleted Items when you exit Outlook Use Rules to assist email management Set up Personal Folders Attend Outlook training if possible These best practice methods are explained in detail in the following pages. To create a folder. Creating Folders in your Inbox Folders are used to organise messages by topic in the same way that you would use files in a filing cabinet. You should delete unwanted messages and archive required messages regularly. which cannot be changed. Your Mailbox Your Mailbox is on the Exchange server and has a quota of 50mb.

to save space in your Mailbox. Emails without attachments are usually small. Choose File Save Attachments from the menu Save Attachment dialog box opens Select a folder on your O:\ drive (or other network drive) where you want to store the attachment Click OK To remove the attachment from a message: • Double-click on the message to open it.• Click OK To view folders in Folder List click on the + beside the Inbox To move messages to another folder. highlight the message and drag it to the folder or: • • • • Right click the message Select Move to Folder Highlight the folder Click Ok Attachments Attachments use the majority of space in most Mailboxes. . The best way to deal with attachments. is to save them to your O:\ drive (or another network drive) and then remove them from the message. To save attachments to your O:\ drive: • • • • • Double-click on the message to open it.

To add the Size Column to your Inbox: • • • Right-click on the Column Heading on the right-hand side of the Outlook window Shortcut menu opens Select Customise Current View from the menu • Click on the Fields button . this section of an Inbox (below) shows the Attachment and Size columns. The emails that should be archived are the two with an attachment – 19 kb and 159 kb respectively. You can add a Size field to your Inbox to display the size of every email you receive.• • • • • Click once on the attachment to select Press Delete on the keyboard or click the Close the message A prompt appears confirming that you want to save changes Click Yes Delete button on the message toolbar Email and Attachment File Sizes As a general rule. For example. It would also help to archive the 1010 bytes message as well. any message with an attachment or message over 1000 bytes (or B) in size should be deleted or archived immediately you have read or actioned it.

Use the Move Up and Move Down buttons to arrange the order of the fields.[username] . Deleted Items and Sent Items folders will contain the most messages.• Click on Size. Click OK when complete • This will show you the size of the email and attachment Check the total size of your Mailbox It is likely that your Inbox. To check the size of your Mailbox: • Right-click on Outlook Today – Mailbox . then click on the add button.

When you archive. To make the process automatic. your existing folder structure is maintained in your new archive file. .• • • Choose Properties for Mailbox . It can be done manually or automatically.[username] from the menu At the bottom left-corner. To set Auto Archiving properties on folders: • • • • Right-click on the folder Select Properties from the shortcut menu displayed Property dialog box is displayed Select the Auto Archive tab and set the options available here. Folder Size dialog box opens showing each folder in your Mailbox and it’s size Archiving Archiving is the deleting of old emails or moving them from your Mailbox to a file on your O:\ drive. If you use the Calendar and Tasks. set the Auto Archiving properties for each folder and let Outlook handle the process for you. for example emails older than 3 months will be deleted. If you set Auto Archiving on your Inbox it does not flow through to folders. you should archive your Sent Items folder as it keeps a copy of every email you send. then they should also be archived. click on Folder Size button. Each folder has to be set up separately. Auto Archiving Folders As well as archiving your Inbox.

The Deleted Items folder should only be used for items that you definitely no longer require. As a result it can become very large.If you find yourself referring to the Deleted Items folder then you should keep those emails in another folder. However. until you no longer need them. To automatically Empty the Deleted Items folder: • • • • • Choose Tools Options from the menu Options dialog box opens Click on Other tab at top of dialog box Click in the checkbox Empty the Deleted Items folder upon exiting Click OK to close the Options dialog box . you can set folder properties to automatically empty the Deleted Items folder when you exit Outlook. Tip .Deleted Items Folder The Deleted Items folder stores everything deleted from other folders within Outlook.

moved to the Deleted Items folder) and then permanently deleted (by emptying Deleted Items) to be considered recoverable using the following method. as the folder must be selected for the following steps to work. both received and sent. Outlook Rules can automate processes such as: • • • Move messages to a particular folder based on who sent them. To recover a Permanently Deleted Item: • • • • • • Click on the Deleted Items folder (This step is critical. but do not wish to read the messages immediately. (Hold down the Control key and click on each email to select non-adjacent emails) Click on the Recover Selected Items Toolbar button to put the message into your Deleted Items Rules The Rules Wizard can automatically organise your messages.) Select Tools from the menu Select Recover Deleted Items The Recover Deleted Items window is displayed Scroll through the list and highlight the email/s you need to recover. Select the Using Folders option. The item must have been deleted (ie. • • Create a new folder in your Inbox Create a rule to move the message from your Inbox to this folder Create a Rule to move email from a person to the Overflow folder Next time you get a message from the person you want to setup a rule for. Create a rule to move new messages From …into Overflow (new folder) Click Create button . and then click on the Organize button on the Toolbar. Flag messages from a particular person – such as your manager Assign categories to your sent messages based on their contents. For example. if you regularly receive email from a number of sources.Recover Deleted Items Items deleted within the last ten days may be recovered. highlight the message. into folders for either filing or reading purposes. you can set up a folder/rule system to file these messages for you.

Personal Folders If you absolutely cannot maintain your Mailbox within the quota through the management methods discussed above. . On the Outlook menu click Tools/Services. Personal Folders have a . you can create a Personal Folder. Creating a Personal Folder File in Outlook The purpose of a personal folder file is to allow you to store Outlook mail items in a directory preferably on a network drive. The same email management techniques need to be applied to Personal Folders as to Mailboxes in order to minimise their size. .New messages from the specific source address will now go directly to the Overflow folder rather than you Inbox. If you do create a personal folder on your hard drive it will not be backed up and if anything happens to the file we will not be able to recover it for you. or your hard drive. in O:\Outlook.pst extension. They are not recommended unless absolutely necessary as they can become corrupt.

and click OK. In the next window type the location of the .In the new window select the Add . Type O:\Outlook\username ie if your Qpost username is brownj. . Personal Folders.pst file to be created. type O:\Outlook\brownj and click Open.

Tip: Do not give the Personal Folders a password as if you forget your password we cannot recover it for you.In the next dialogue window. Now you are returned to the Services window. . click OK. click OK.

so that is the name of the folder. the new folder just created shows up in your folder list. • Choose Tools Services from the menu .Now. You may now drag and drop any item from your mailbox Compacting Personal Folders After you have deleted unwanted emails from your personal folders they won't actually reduce in size until you compact them. This one was named “My personal mail”.

particularly if you are using Rover. We recommend that you. choose View Folders List from the menu Right-click on Personal Folders in the Folders list Shortcut menu opens Choose Properties of your “Personal Folders” from the shortcut menu Personal Folders properties dialog box opens At the bottom left-corner. Size of personal folders To check the size of your Personal Folders: • • • • • • If you do not have your folders list open.• • • Choose the Personal Folder service from the list Click on the Properties button Click on the Compact Now button Depending on how big your Personal Folder file is this process could take 15 minutes or more to complete. . Most people just click the X in the top right hand corner of the Outlook window . click on the Folder Size button. If you need assistance with any of the features of Outlook please contact the Helpdesk on 132 131. choose File Exit & Log Off from the menu Recommendation We understand that everyone is busy but we strongly recommend you consider attending Outlook training as it will help you to save time by using the many features Outlook has. Folder size dialog box opens displaying each folder in your Personal Folders area and it’s size Exiting from Outlook How you exit from Outlook can cause some problems for you.this is not the recommended way to close outlook.

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