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• If your email software automatically saves a copy of all of your sent
messages, you may want to look at the "sent folder" and determine if
there are emails that you can delete or save offline elsewhere.

• Review other folders and check for emails that you may no longer
need to keep. If the emails are no longer necessary, it is frequently
easy to delete folders that are organized by date or by sorting your
emails by date. While you might be tempted to sort your emails by
size and delete the largest ones, you should be careful not to delete
important attachments.

• Consider storing folders of old emails that you do not use on a
regular basis, but still would like to keep, offline (either on another
computer drive or on disc).

Should I use this "archiving" feature that my email software has?
How does that work?

Some email packages offer an archiving feature. Before using this
feature, you should check your email software documentation or
check with your IT staff to determine how this feature works for your
specific software. Some email clients archive older messages (you can
determine what is considered "older"), by removing the messages
from a centralized server and placing them on a local drive, usually in
a proprietary file format. The user is able to retrieve these messages
through the email client by looking in the "archive" folder. Most email
clients will replicate the folder structure from your online filing
scheme into this "archive" folder, thus one can maintain a
standardized filing structure over time with little effort while
removing older messages from your server space. A drawback to this
approach to storing older messages is that subsequent email software
may not be able to read your older files. If you archive messages you
should check with your IT staff and make sure that your messages are
going to a storage space that is consistently backed up.

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