2. CAB Symposium Message Management Archiving Presented by: Customer Staff Development Services

3. August 28, 2003Customer Staff Development Services Agenda ·Message Management/Archiving ·Disk Quota ·Creating Folders in CAB ·Message Limits - Creating Folders on your Desktop ·Saving Attachments ·Selecting e-Mails to be Archived ·Archiving Options

4. August 28, 2003Customer Staff Development Services Did you know? ·Messages are all stored on a Centralized Server at ETS ·You are the manager of your “Messages” ·Messages are only deleted if you delete them Each person is responsible to read and comply with the e-Mail Guidelines documentation located @ web/cabe-Mail Guidelinesweb/cab

5. August 28, 2003Customer Staff Development Services Disk Space ·Double-click on the “BCPS Resources” icon How much disk space do I have? Select the “Disk Space” icon

6. August 28, 2003Customer Staff Development Services Disk Space ·What happens when I reach my 50 MB Limit? ·Cannot send mail ·What happens when I am at 100 MB - 2 x my limit? ·Mailbox will be frozen - you will not be able to send or receive mail

7. August 28, 2003Customer Staff Development Services Creating Folders in CAB ·Folders created in CAB reside on the server. ·These are not Local/Personal Folders. ·Folders are used to organize old messages in your mailbox. ·By creating folders, you eliminate the clutter in your mailbox. There is NO limit to the number of messages you can keep in your “folders.”

8. August 28, 2003Customer Staff Development Services 1) Select the “folder” icon to create a new folder 2)Type/Rename your folder 3) You can now drag messages to your folder Creating Folders in CAB

9. August 28, 2003Customer Staff Development Services Message Limits ·Your mailbox can only hold 1,792 unsorted incoming messages at one time. ·Outbound messages do not count against this limit – sent or unsent ·If your mailbox reaches this limit, messages will be returned to sender Messages that have been moved to a CAB folder do not count against the 1,792 limit

10. August 28, 2003Customer Staff Development Services Archiving What is Archiving? · To copy programs and data onto an auxiliary storage medium, such as a disk or tape, for long-term retention · To store data for anticipated normal long-term use.

11. August 28, 2003Customer Staff Development Services Creating Folders On Your Desktop ·Purpose ·To move your messages and attachments from CAB for short or long-term retention ·Process ·For Windows users, right-click on your Windows desktop and select “new folder” ·For MAC users, select “file/new folder” ·Repeat process for each folder you need ·Result ·Important messages and attachments are saved for short or long term retention

12. August 28, 2003Customer Staff Development Services Saving Attachments ·Attachments are not saved with e-mail messages. ·Recommended Solution: ·Create an “Attachments” folder and save all your attachments to that folder. ·Drag the attachment/s to the “Attachments” folder or you can use the “File/Save Attachment” option.

13. August 28, 2003Customer Staff Development Services Selecting Your E-Mails to be Archived ·You may wish to move or summarize various groups of messages. There are 4 ways to select multiple items at the same time: ·Block Select ·Specific Messages ·Related Messages ·All Items

14. August 28, 2003Customer Staff Development Services Summarizing Messages ·You can summarize a group of messages that you want to view, print, or save to your hard drive or other storage medium. You can select messages based on their subject line and then summarize those and view, print, or save.

15. August 28, 2003Customer Staff Development Services How do I Archive Messages? ·Download ·Export ·Summarize and “Save As” There are several options available within CAB for moving messages to a second source.

16. August 28, 2003Customer Staff Development Services Downloading Messages ·Downloading messages will save messages in “.txt format” ·Pros: ·Downloaded messages are sorted by “sender” ·Con: ·Downloaded messages do not not reference the attachment name, if there was one

17. August 28, 2003Customer Staff Development Services Exporting Messages oExporting messages will save messages in Rich Text Format (.rtf) oFolders can be exported from CAB to a second source. ·Pros: ·Exported messages can be imported back into CAB ·Exported messages are saved by “subject” not by “sender” ·Con: ·Exported messages do not not reference the attachment name, if there was one

18. August 28, 2003Customer Staff Development Services Saving Messages ·If you use the “Save As” option, your messages will be saved as a.txt file. ·Pros: ·If your message had an attachment, the attachment name is referenced using this option ·Con: ·Messages are saved by “subject” not “sender”

19. August 28, 2003Customer Staff Development Services Roadside Assistance oCAB Help Files CAB Help FilesCAB Help Files oCAB Q & A Conference oCAB Drivers’ Guide oCAB End-User Manual oCAB Video Library @ web/cab oCAB website @ web/cab Your site TLC/ETS Help Desk