Email Maintenance Best Practices:
Email is one of many tools you use to get your job done. Over the years it has
developed into one of the most efficient communication methods you can use with
colleagues, students, family, friends and the rest of the world. The role email
plays in your job may have changed as well. Your job efficiency can suffer as a
result of a neglected and unorganized mailbox. Daily diligence on your part is
required to keep your mailbox in tip top shape. Below is the listing of best practices
for your consideration.
- Try to maintain the Mailbox item listing so it does not exceed the window length.
- Organize messages from your Mailbox folder into other folders to reduce clutter.
- Delete unwanted messages immediately so they don't clutter your Mailbox folder.
- Don't procrastinate tending to messages that require a response.
- Review your "Sent items" on a daily basis deleting and organizing as necessary.
- Move messages that are no longer current but must be kept to Archive.
- Save attachments to your computer (especially large attachments) so they don't impact your mailbox size quota.
- Don't wait until your GroupWise space quota is reached before deleting or archiving items from your mailbox.
- Your expired tasks and appointments impact your GroupWise space quota just as messages do, delete or archive.
- Set your Trash folder automatic cleanup option for 7 or more days so you can retreive deleted email.
- Do a final clean-up prior to closing your mailbox at the end of the day.
- When away from campus use WebAccess to keep up your mail.
- Mark read messages you need to address again later with "Read Later" so they retain their importance.
- Use Junk Mail to keep recurring unwanted messages out of your Mailbox.
- Close GroupWise anytime you're away from your computer.
- Don't neglect your Archive, delete messages that are no longer needed from there too.
- Run gwcheck occasionally on your email archive to promote database consistency.
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