| This page © Business before Technology 2010-2012 - see the respective sites of the owners for their copyright as well as terms and conditions |
| Summary of action
| When necessary*²
| Why and/or how this needs to be done
|
| Prune e-mails stored on server
| BEFORE going on holiday
(or any other long
period of inactivity)
| E-mails are only deleted from your mail server storage when requested.
That request can be manual by using Squirrelmail OR it may be done by
your PC e-mail client when you use "Send and Receive".
If you are away from the office/home and not using web-mail
then old mail will continue to be stored on the server until you return!*¹
If you compare the Inbox on web-mail and that on your PC
you can delete many on web-mail en-masse.
OR if you have the option to sort by Size (next item) then you can be selective
and target the largest!
|
Delete large
e-mails on
server*³
once they
have been
downloaded
| When you receive very
large attachments
within e-mails you
run the risk of
exceeding your storage
quota at the server*¹
|
Squirrelmail now has the ability to show any folder ordered by size of e-mail.
This is very, very useful when there are many e-mails stored.
The simplest manner to enable this facility is:
- IF not already present, add the Size indicator to the Inbox
column headings by clicking on Options then Index Order and
then Add. Hover over image to right to see larger.
- In the Inbox, click on the
 Size
column heading to display the largest at the top - see headings below.
Don't forget to click on
 Date
to reset the display to show the LATEST at the top.
|
Don't forget to 'EMPTY THE TRASH' - otherwise your pruning will have no effect!
|
Check each
web-mail
folder (IF
you've sent
OR deleted
from there)
| IF and when you use
web-mail to SEND or
delete e-mails there.
OR if you only use
a Smartphone to
access mail
| Web-mail is similar to a Smartphone in usage/value - they are convenient to
quickly check INCOMING mail.
HOWEVER - sent mail needs to be copied to your long-term e-mail storage device
regularly and when that is done both sent (Sent) and THEN
deleted (Trash) folders should be emptied*¹ Smartphones
typically DON'T delete mail at the server!
To send multiple e-mails at once in web-mail you can TRY clicking
the checkboxes to the left of a selection of e-mails and then
click on Forward.
It is essential that you check their safe delivery and formatting on the
receiving e-mail account BEFORE deleting them at the server.
They will PROBABLY arrive as attachments to a single e-mail.
|
Consider
NOT keeping
mail at
the server?
|
If, for some reason
you don't want to
use web-mail...
Please let us know
and ideally - why?
| The most basic approach is to change the settings in your
PC e-mail client (or on your Smartphone IF that is an option?!) so
that e-mails are never stored.
In Outlook Express it can be done on the Advanced Tab of the E-mail
account properties within Tools, accounts.
In Thunderbird it is in Tools, Account Settings, Server settings.
As long as your PC regularly retrieves e-mails the requirement for
disk storage depends how much is delivered between retrievals.
Web-mail will then only be able to retrieve the e-mails waiting
for the next download.
Smartphones will no longer reliably pick-up e-mails if the above
approach is taken. If you DO want to have mail delivered to a Smartphone
then we can arrange for that to happen via an alternative e-mail account.
|
| This page © Business before Technology 2010-2012 - see the respective sites of the owners for their copyright as well as terms and conditions |
*¹ When your storage quota is exceeded you will be notified and
even if you think none of the conditions apply ("When necessary" column
above - see*²) you should access web-mail and check each folder.
If you have significant numbers of e-mails in folders you MAY find it
beneficial to follow the guidance for "deleting large e-mails" - *³ above -
i.e. sort the largest to the top.
Obviously your storage quota can be increased which is recommended
for all those people who are now receiving many more and/or much larger
e-mails than they have in the past - please contact us for charging details.
If we are asked to temporarily increase a quota - e.g. the case of
someone forgetting to "prune" their mail before going on holiday
for instance there will be a small charge for the time taken to
make the changes (up and down) - this will normally cover the
cost of extra resources used for a period of up to two weeks.
usiness