Managing Your Email

1. Managing Your Email • Email Overload • Taking Control of Your Inbox • Utilizing the Tools in Thunderbird • Archiving email • Questions

2. 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 messages • Delete email from your Sent Folder as soon as possible. • Designate a time in your day to clean up old messages.

3. Taking Control of Your Inbox • Utilize the Tools in the Thunderbird Client • Compact all Folders after deleting or moving messages to another folder. • Enable Junk Settings • Create Email Folders • Use Message Filters to sort email • Search Messages

4. Utilizing the Tools in Thunderbird Why Compact Folders? • 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. Deleted Message Existing Message

5. Utilizing the Tools in Thunderbird How To Compact • Verify your Account Settings • Tools ->Account Settings ->Server Settings

6. Utilizing the Tools in Thunderbird Compacting Manually • Click the "RoyalMail" icon under "All Folders" • Click "File -> Compact Folders."

7. Utilizing the Tools in Thunderbird Junk Settings • Tools ->Account Settings -> Junk Settings

8. Utilizing the Tools in Thunderbird Email Folders • Creating Folders • Organize email by Folders • Set a Retention Policy • Message Filters • Message 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.

9. Utilizing the Tools in Thunderbird Search Messages • Thunderbird's "Search Messages" Utility • Searches 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)

10. 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.

11. Archiving Email • How to Keep • Print or Electronic format • Keep print and any attachments together • Electronic format (.txt file, PDF) • Where to Save • Royal Drive • Secure • Backed up everyday For more information visit the Records Management Retention Website

12. 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

13. Questions MANGING YOUR EMAIL