MANAGING YOUR EMAIL

Email Overload

Taking Control of Your Inbox

Utilizing the Tools in Thunderbird

Archiving email

Questions

Email Overload Managing incoming messages

Be more decisive with each message that you read.Take the proper action immediately: Respond, Delete, Forward or File.

Think about responses to group emails.Does everyone really need to be copied on your response?

Separate personal mail from work mail.

Consider ways to reduce existing messagesDelete email from your Sent Folder as soon as possible.

Designate a time in your day to clean up old messages.

Taking Control of Your Inbox

Utilize the Tools in the Thunderbird ClientCompact all Folders after deleting or moving messages to another folder.

Enable Junk Settings

Create Email Folders

Use Message Filters to sort email

Search Messages

Utilizing the Tools in Thunderbird

Even if you emptied the Trash Folder, deleted or moved messages are only hidden and marked for removal.

As folders become larger, not compacting can result in the loss of the contents within the folder and slow down the application.

WHY COMPACT FOLDERS?

Existing Message Deleted Message

Utilizing the Tools in Thunderbird

Verify your Account SettingsTools ->Account Settings ->Server Settings

HOW TO COMPACT

Utilizing the Tools in Thunderbird

Click the "RoyalMail" icon under "All Folders"

COMPACTING MANUALLY

Click "File -> Compact Folders."

Utilizing the Tools in Thunderbird

Tools ->Account Settings -> Junk Settings

JUNK SETTINGS

Utilizing the Tools in Thunderbird

Creating FoldersOrganize email by FoldersSet a Retention Policy

Message FiltersMessage filters allow you to sort email automatically or manually to any folder based on criteria that you assign.Filters can move several different messages to the same folder on a daily basis.

EMAIL FOLDERS

Utilizing the Tools in Thunderbird

Thunderbird's "Search Messages" UtilitySearches multiple locations based on user criteria

Open – Open the message in a new window

File – Move the message to another location

Delete – Remove the message Open Message Folder – The folder that contains

the message

Saved as Search Folder - (Virtual Folders)

SEARCH MESSAGES

Archiving Email What to Keep

Messages with continuing value:

Approve or authorize actions or expenditures.

Decide if formal communications between staff, such as correspondence or memoranda, relate to official business.

Signify a policy change or development.

Create a precedent, such as messages issuing instructions or advice.

Relate to the substantive business of the work unit or University.

Archiving Email How to Keep

Print or Electronic formatKeep print and any attachments togetherElectronic format (.txt file, PDF)

Where to SaveRoyal Drive

Secure

Backed up everyday

For more information visit the Records Management Retention Website

Archiving Email What to Delete

Personal messages - Minimal and retained only as long as necessary

Messages with short-term value - Delete and purge once their purpose has concluded. Include: rescheduling of meetings, day to day office communications, drafts, etc.

Messages distributed to a number of staff for information only – Includes: news bulletins, listserv messages, “informational” e-mails

QuestionsMANGING YOUR EMAIL