Mailbox Settings
The
mailbox storage limits have been set to warn staff members
when their mailbox has reached or exceeded 500 MB in size.
Staff mailboxes will remain
intact for 30 days after termination of employment. At the
end of that 30 day window, their mailbox will be deleted.
For 60 days after deletion,
the former staff member’s mailbox will be eligible to be
recovered and re-instated by an exchange administrator.
Mailbox Recipient Policy Settings
Items
in your Journal folder older than 7 days will be
moved to the System Cleanup folder.
(See
Note 1)
Items
in your Deleted Items folder older than 7 days will
be moved to the System Cleanup folder.
Items
in your System Cleanup folder older than 7 days will
be “permanently deleted”.
(See
Note 2)
Even
“permanently” deleted items will still be eligible to be
recovered for an additional 14 days.
What
this effectively does is processes out the items in the
deleted items folder over a 28 day span.
Student E-mail Policy
Students’s mailbox will not exceed 50MB (megabytes) of
storage.
If a person’s mailbox starts to exceed 20MB a system message
will be sent warning that person is in danger of exceeding
their storage limit. That person will then go through the
process of deleting any mail in their Inbox, Sent Items and
Deleted Items that are no longer valid for record keeping.
Also that person should look at any e-mail that includes
attachments and save that attachment to their Personal
Folder on the network, or delete the e-mail if it is no
longer valid for record keeping.
If student exceeds their allotted 30-MB then they will not
be able to send any E-mail. That person will be able to walk
through the steps of sending e-mail and then when they click
on send a message will appear notifying that person they can
not send e-mail until their mailbox is below the 30-MB
limit.
There will be no requests to expand the storage of a
person’s e-mail box.
E-mail messages can not exceed 2-MB (Megabytes). This
includes text and any attachments
Recommended Best Practices
Auto-Signatures
Users are discouraged from
using elaborate auto-signatures (Animation and Graphics) as
these can increase the size of each email that is sent with
the auto-signature. Sometimes the most effective way to
communicate is to keep simple and to the point. Even a
basic auto-signature can add 1-2 KB to each email message.
It is also possible to create
multiple auto-signatures. This allows you to select the
signature that best fits the message audience.
We encourage users to invoke
the “Don’t use when replying or forwarding”
auto-signature option.
For help in creating
auto-signatures, go to the following link:
Auto-Signature Help
Email Attachments
Sending large attachments to
an email recipient or even small attachments to many
recipients can dramatically increase the size of the email
messages and consume a large amount of storage space on the
mail server. A more efficient method is to store the file
in a location that is accessible by all and simply insert a
hyperlink into the email message. A hyperlink is simply a
pointer or a redirector.
To create and
insert a hyperlink, simply go to the menu bar and choose
Insert, Hyperlink, browse to the path to the file, give
the hyperlink a display name and press OK.
Outlook Views
It is possible to modify
your Outlook view so that it displays the size of your email
messages. This should help you to effortlessly
identify large messages.
For help in
modifying Outlook views, go to the following link:
Outlook Views
Mail Organization
The Deleted Items
folder was never intended to be utilized as a permanent
storage area for mail items. There is a tendency by Outlook
users to delete mail items with the intention that at a
later date, they organize the files. More often than not,
they never take the time to go back and re-organize the mail
items. Subsequently, more and more email items are added to
the Deleted Items folder. At this point, the user is
even less inclined to empty the Deleted Items folder
for fear of permanently deleting files that they want to
keep.
It is fairly
effective to manage mail items by creating folders and
sub-folders within your mailbox. This allows users to
separate and categorize mail based on a variety of
attributes. They can then make further processing decisions
based on those folders.
We strongly
encourage users to process mail items as they read them.
Users should only move items to the Deleted Items
folders if they no longer need them.
We should all strive to be
good stewards of our technology resources. Retaining
old irrelevant email is a waste of server storage disk
space. While we have a good deal of storage space now,
it will surely vanish if users continue to accumulate and
store email messages unchecked.
There is a
valid and vital need to retain certain email items
indefinitely. We don’t want to limit your flexibility or
curtail the benefit of the technology, but we do want to
encourage users to exercise some judgment over maintaining
their mailboxes.
Archiving Email
It is possible to archive
email messages and store them off-line. It is even possible
to store them on a CD-Rom. Archiving is easy and retrieval
of archived email is quick. To learn more about archiving
email go to the following link:
Archiving Email
Notes
1.
The Journal folder stores all the tracked
instances of use for Office applications. This is true
only if you have that option invoked. It is turned off by
default. You may verify by going to Tools, Options,
Contacts and looking at the applications that are
selected to be recorded in the Journal folder.
2.
A system cleanup folder is a folder in your mailbox
that is automatically created by the Exchange server to
store those items moved from the Journal and
Deleted Items folders. If you want to recover items
from the system clean-up folder, you should turn on your
folder view and simply drag and drop the mail items into
their new location.
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