Tuesday, May 24, 2011

End of the School Year: Email Clean-Up and Notifications

In further preparation for the end of the school year, it's a good idea to go through, organize and delete your old email. If you are like many people, you probably have a full “Inbox” and you may not have realized that your “Sent Items” and “Deleted Items” folders have also gotten very large! There is a simple solution to this! For the email still in your “Inbox”, create folders to help organize the email you need to keep. The rest of the email that you don't need, simply delete! For your “Sent Items” and “Deleted Items” folders simply right-click on
that folder and click “Empty Folder” or “Empty Deleted Items.” This will not only help you get more organized in your email but also free up server space for which the IT department will be grateful. It may take some time at first, but if you stick with your organizational method it will save you a lot of time in the long run!

If you chose to make folders to organize your email, simply right-click on the "Cabinet" within Outlook and select "Create New Folder."  You can then name it appropriately.  Another thing to remember is that you can also set up Rules for these folders that will automatically organize your email as it comes in!
 (If you want to know more about Rule creation check out another EHOVEWire post here.)

Another step to take in preparing your email account for the end of the school year is to set an "out-of-the-office" notification.  This is helpful for those of you who may not check your school email account as much during the summer.  Outlook allows you to create a custom message with a particular date range attached to it.  You may want to include another contact method within that custom message in case something urgent happens and someone needs to get a hold of you quickly.  (If you want to learn more about the Auto Responder feature of Outlook check out another EHOVEWire post here.)

(Note: The instructions above were written with those using Outlook in mind. For those of you with a different email system, the steps should be similar.) 

Enjoy :)

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