Whether you use Exchange Hosting or you have an on-site Microsoft Exchange Server the following Exchange email hints will help to keep the size of your inbox or personal folder to a manageable.
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 Server 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. Or if you take advantage of a searchable email archiving service then you can safely delete it. While you won't be able to access this mail from OWA or a mobile device, 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 Microsoft 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.
Whether you have your Exchange hosted or you have a Microsoft Exchange Server on-site your experience with Exchange email will be more pleasurable with these tips.
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