Email Best Practices : Managing Your Mailbox in Microsoft Outlook

Are you that person that keeps every email ever written? Do you ever clean out your Deleted Email or Sent Items folder? Do you know how space you have in your mailbox?

Well, believe it or not, most people do not take the time to clean out and manage their Outlook mailboxes or even know how much space they are allotted.

Truth be told, using your mailbox as your ultimate storage space can be overwhelming to yourself, and to your Exchange Server. Just following these 10 simple tips can greatly increase working efficiency and eliminate headaches.

  1. Delete Your Sent Items Content – Whenever you send an email, a copy of that email gets put in the Sent Items folder. The emails in the Sent Items folder do not get auto-deleted by the system; so periodically, you must go in and manually delete these emails. Without manual deletion of these emails, this folder’s content will build up considerably in size.
  2. Delete Your Deleted Items Content – Whenever you delete an email, that email gets moved to your Deleted Items folder. This movement allows one to retrieve a deleted email if need be. However, this folder will build up in size so periodic deletion on this folder’s content is necessary.
  3. Find Old or Large Emails – Because each mailbox folder will contain many emails, you can do a search for any older emails or large emails to delete them individually.
  4. Review Junk E-Mail folder – Weekly review before deleting the junk email contents to ensure that a legitimate email has not been marked flagged as junk mail.
  5. Check Size of your Mailbox – check your size of your mailbox to see if you are in compliance with your company standard limits.
  6. Limit Additional Folder Creation – Do not use your Personal Outlook mailbox as a repository for all your emails. If you are working on a project, you can save emails to a project folder temporarily, but when that project is done, you can delete those emails that are not needed.
  7. Watch for Duplication – If you are saving correspondences to a public project folder, please save in the proper folder, and do not save duplicate emails in the same folder. If you see a duplicate email, please delete one of them. If unsure, please ask your supervisor.
  8. Save Attachments – Please remove unwanted attachments when saving emails. If needed, any large attachments should go in that client’s folder out on the network drives.
  9. Use Email Responsibly – Do not save or send emails that are non-business related such as jokes, games, pictures, or inappropriate material. Most companies have an Internet and Email policy. Please adhere to those guidelines.
  10. Be Smart – Do not open emails that look suspicious, junk, or spam. Emails with weird subjects or unknown senders are considered suspicious. These emails should be deleted from your Inbox and then deleted from your Deleted Items folder.

Implementing these email best practices and actively managing your Outlook mailbox will definitely pay off in the long run. If you are encountering challenges with your mailbox size or desire individual training to help manage your mailbox, please call NSR and lets us walk you through the proper training or company policy implementation.


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