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ARCHIVING EMAILS

Email is a communication protocol not a storage system so you should keep it clean and uncluttered. 150 MB is more than enough if you follow the advice below and save attachments separately. Text messages use up very little storage space so storing the attachments separately will save you money.

If you simply let all your old emails stack up pretty soon you will use up your storage allocation. It is the equivalent of shoving all your post into one big box and forgetting about it. Here's a better way.

Your emails are all stored on a central server so you can access them at any time from any device anywhere.

Very often you will receive an email with an attachment and, of course, you should be wary of opening these attachments as they may contain malicious programmes. It is these attachments that take up storage space but you don't have to store them with your emails. We have detailed below how to keep an important attachment and save it elsewhere on your PC.

By saving attachments on your PC or other devices you can keep hundreds and hundreds of email text messages without using up your storage allocation of 150 MB but still have them linked and referenced so that you know which attachment belongs with a particular email.

If you use THUNDERBIRD it is possible to detach the attachment while retaining the link to the email. This means the attachment is saved on your PC so does not consume your email allowance but at the same time the attachment is permanently cross-linked to the relevant email for record purposes. You can access the attachment either via the original email or by navigating to the relevant folder on your PC.

How to archive email attachments safely.

New folder.

STEP 1: Create a new folder (or several) on your PC in order to store all your incoming attatchments tidily. For example: invoices, bills, pdfs.

Attachment.

STEP 2: Open Thunderbird and click on the relevent email with the attachment you wish to keep. A note of the attachment appears at the foot of the email pane. Right click and a small dialogue box will appear.

Detach.

STEP 3: Click "DETACH" and a pop up window will give you the option to navigate to one of the folders you created in STEP 1. Click the SAVE button in this pop up window.

save.

The attachment will now be saved on your PC in the folder you chose but will still show and be accessible from the email. In this fashion you will know which attachment belongs to which email but it will no longer use up your storage allocation.

Stored pdfs.

 

A bit confusing?

Need more help?

Just phone! Do not hesitate to ask for further advice on mangaing your emails and keeping important business communications safe.

 

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