Productivity Tips Newsletter
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Performance Tips: 5 Effective Methods To Store E-mail

During numerous Working Smart with Microsoft Outlook classes the question comes up on how to store documents. With the help of Michael Janz  the Priority representative in Brisbane Australia and Priority Management Systems, Inc. we present the five storage tips below.

1. Electronic Records Management
   Increasingly, organizations have adopted Electronic Document and Records Management Systems (EDRMS) to ensure that consistent processes are used throughout. In these systems, when sending or receiving an email containing information of corporate value such as a business decision, change or authorization, the item should be saved to the Electronic Document and Records Management System (EDRMS).
   
   
2. Outlook Folders and Subfolders
   Consider the storage of emails in folders within your Outlook mailbox as temporary only. As a basic rule, try not to let your main folder extend beyond one screen view. All items contained in folders within your mailbox contribute to any imposed mailbox limit.
   
   
3. Personal Folders
   Personal folders are generally used to store Outlook items longer term away from the restrictions imposed by mailbox limits. Many organizations have policies related to the use of personal folders so contact your system administrator before setting them up.
   Ensure you locate the file in the best possible place, Outlook defaults to the C Drive  for personal folders. It is important to note that personal folders are not available for sharing and do not have unlimited storage capacity. Rules can automatically move items to Personal Folders when Outlook is running
   
   
4. AutoArchive Folders
   For automatic storage of aged Outlook items, AutoArchiving is available. The global settings for auto archiving are to be found in Tools, Options, Other, AutoArchive. In this area you can determine how regularly aged items are removed, whether you are prompted, how old the aged items are as well as where the data is to be stored. All these can be modified.
   Settings for individual folders can be adjusted by going the Outlook folder list, right clicking on the folder, then Properties, AutoArchive.
   
   
5. Saving Outlook Items in a Network Drive
   It is possible to co-locate Outlook items with other items and documents on your various computer and network drives.
   One way to achieve this is to open Windows Explorer (Right Click on Start button, choose Explore). Select the drive you want to move items to. Then go to Outlook and select the items you wish to move. Depress your right mouse button and holding it down drag to Windows Explorer, which will be minimized. Wait for Windows Explorer to "pop up". Hover your mouse over the folder you want to move the item/s to then take your finger off the right mouse button. You will then be given the option to Move or Copy.
   
   Please note: Moving a Folder only shortcuts the folder to the chosen area in Windows Explorer but not its contents and can catch out the unwary.