ITS will provide weekly e-Tips to help employees prepare for the new Outlook email system.
Initially, e-Tips will focus on clean-up and prioritizing essential email employees need to keep and as the conversion gets closer, tips will focus on using Outlook.
This week’s e-Tip — Why is my email size not shrinking??
If you’ve been slaving over deleting your email and converting messages to PDF, you may notice that your email size still isn’t shrinking that much. Some of the reasons for not seeing your mail size decrease are:
- Deleted email goes to your trash and is emptied after 96 hours (unless you empty trash yourself)
- If you converted mail to PDFs, those messages remain on Lotus Notes. You still need to delete them.
- Mail is compacted from the Lotus Notes server, which usually happens nightly. However a more complete compaction takes place on the weekends. So it may take up to a week to notice any significant reduction in your mail size.
Delete with caution
Please be careful as you delete mail. In some cases staff have accidentally deleted all email messages or folders and have later asked to have messages restored, which creates extra work for everyone and not all messages may be restored.
Deleted messages automatically go into the trash folder for 96 hours, allowing you to restore the messages if necessary. ITS recommends deleting only folders that you are sure you do not need to keep.
Focus on the keepers
ITS suggests you focus more on messages you need to keep. Copy those messages into folders called “keep” or rename your folders with “keep” before the folder name so you can easily identify them.
It is likely only mail received after Jan. 1, 2012 will be migrated, so deleting old emails is not that productive. You will be able to convert messages to PDF or forward messages to Outlook for several weeks after the initial migration.
Online tips
View some excellent tips from PCMAG.COM to get better organized in the new year and to change your business practices for saving files.