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Keeping Your Mailbox Size Manageable
The following are Microsoft Exchange hints to keep the size of your
inbox or personal folder to a manageable size:
Offline Folder Files-
You know that annoying message that pops up in Outlook that asks if
you would like to Archive older mail items now? Here is a Microsoft
Exchange Hint, instead of clicking ‘no’ to make it go away, learn how
to use it. The ability to hold onto and accessing every piece of mail
sent and received is still possible if you archive. Terminal B recommends
that you keep mail you need (say last 6 months) in your personal folder
file and archive everything older into a static offline folder file.
You won’t be able to access this mail unless you are working on the
computer you downloaded the mail to but how frequently do you need to
access mail older than 6 months when you’re not at your computer? This
keeps your mailbox fit and trim and optimized for performance. Important
note: because this new archive is static, or not changing, it is only
necessary to get one good back up of the folder. When doing this make
sure the system where your offline folder files are located is backed
up. When you remove mail from your personal folder file it is no longer
replicated on the Exchange server.
Public Folders-
In is not uncommon for full documents to be emailed back and forth when
collaborating in the work place. You may generate a document, attach
it to an email send it to a peer, then they make changes, send it back
etc…The result of this activity is a full version of the document being
stored in your Outlook Sent and Received Items folders. Learn how to
use Exchange’s public folders and Microsoft Offices’ Shared Attachments
and Document Workspace. These features allow users to centrally locate
and collaborate on a document without having to send a full version
of the document back and forth each time it is edited. Basically you
are saving one version of the document and all of its edits in one place.
This is a Microsoft Exchange hint that can prove very useful.
RSS Feeds-
Want to stay connected but don’t have the time to keep up with all the
newsletters you subscribed to? Rather than let them pile up use RSS
Feeds. RSS stands for Real Simple Syndication and allows users to view
news headlines without lengthy text or going to a particular web site.
Most popular informational websites have incorporated this technology
into their sites and the benefit is that you can scan up-to-date headlines
on your desktop and selectively click on the ones that interest you
to go right to the article or announcement online. To take advantage
of this Microsoft Exchange hint you will need RSS software call an aggregator
but there are many free versions available on the web. For more information
on RSS Feeds click here.
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