1.  Email Overload  Taking Control of Your Inbox  Utilizing the Tools in Thunderbird  Archiving email  Questions

2.  Managing incoming messages Be more decisive with each message that you read. Take the proper action immediately: Respond, Delete, Forward or File. Think about responses to group emails. Does everyone really need to be copied on your response? Separate personal mail from work mail.  Consider ways to reduce existing messages Delete email from your Sent Folder as soon as possible. Designate a time in your day to clean up old messages.

3.  Utilize the Tools in the Thunderbird Client Compact all Folders after deleting or moving messages to another folder. Enable Junk Settings Create Email Folders Use Message Filters to sort email Search Messages

4.  Even if you emptied the Trash Folder, deleted or moved messages are only hidden and marked for removal.  As folders become larger, not compacting can result in the loss of the contents within the folder and slow down the application. W HY C OMPACT F OLDERS ? Existing Message Deleted Message

5.  Verify your Account Settings Tools ->Account Settings -> Server Settings H OW T O C OMPACT

6.  Click the "RoyalMail" icon under "All Folders" C OMPACTING M ANUALLY  Click "File -> Compact Folders."

7.  Tools ->Account Settings -> Junk Settings J UNK S ETTINGS

8.  Creating Folders Organize email by Folders Set a Retention Policy  Message Filters Message filters allow you to sort email automatically or manually to any folder based on criteria that you assign. Filters can move several different messages to the same folder on a daily basis. E MAIL F OLDERS

9.  Thunderbird's "Search Messages" Utility Searches multiple locations based on user crite ria  Open – Open the message in a new window  File – Move the message to another location  Delete – Remove the message  Open Message Folder – The folder that contains the message  Saved as Search Folder - (Virtual Folders) S EARCH M ESSAGES

10.  What to Keep Messages with continuing value:  Approve or authorize actions or expenditures.  Decide if formal communications between staff, such as correspondence or memoranda, relate to official business.  Signify a policy change or development.  Create a precedent, such as messages issuing instructions or advice.  Relate to the substantive business of the work unit or University.

11.  How to Keep Print or Electronic format Keep print and any attachments together Electronic format (.txt file, PDF)  Where to Save Royal Drive Secure Backed up everyday For more information visit the Records Management Retention WebsiteRecords Management Retention Website

12.  What to Delete Personal messages - Minimal and retained only as long as necessary Messages with short-term value - Delete and purge once their purpose has concluded. Include: rescheduling of meetings, day to day office communications, drafts, etc. Messages distributed to a number of staff for information only – Includes: news bulletins, listserv messages, “informational” e-mails

13.  MANGING YOUR EMAIL