Tips on How to Manage Your Email

Tips for managing your email:

  • Empty your sent and deleted folders.  If you need to keep items from those folders see the instructions below.
  • Strip attachments from emails and store in a folder on your H: drive.
  • When sending, use our Secure File Transfer Service rather than your email client attachment function.
  • Don't use your Partners email for personal communication.
  • If you want your recipient(s) to view a file that is available online, send the URL rather than a copy of the file, ask people to do the same for you.
  • If you are collaborating with internal users on a grant, use a shared file area (sfa) instead of emailing files back and forth to each other.
  • Empty the email trash folder in your email client.
  • Sort by Size and delete the larger emails

Instructions for moving your email off the email server to your local computer:

Apple Mail

MS Entourage 2008

MS Outlook 2011 Mac

Instructions and tips for managing your email using Microsoft Outlook (Windows):

In Microsoft Outlook on Windows use local Outlook Personal Folders (.pst) to archive email.  Pst's are stored outside of your Exchange account preferably on your H: drive (home drive) and do not count towards your email quota.   You will find instructions on how to create Outlook Personal Folders (.pst) in the guides below:

Outlook 2003

Outlook 2007

Comments/Questions? Go to the article in the IS Service Desk

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