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