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Archiving E-mail Messages

Archiving your e-mail message is important.

Up until a few years ago, it was common-place to delete messages once you had dealt with them. This has now changed, with most people wanting or needing to archive them.

The two reasons people now tend to archive is:

1) Legislation requires many companies or organisations to save their e-mails, as they may become evidence later on.

2) Storage space has now grown, so it is possible to save many more messages

If you want to archive your messages, the key issue is how will you find them again.

There are a few ways to deal with this.

If you use a web-based e-mail provider, such as Google or Hotmail, they will provide a search facility. As long as you know who sent it, what the subject line was, or a few words in the message, you should be able to track it down.

If you use desktop (such as Outlook, Thunderbird) you can use folders. Set up folders for each major project, and sub-folders for sub-projects. It is important that these are labelled logically, so you'll quickly be able to track down them again.

Finally, help other people archive their materials by using well-written subject lines, and putting keywords in. This makes it easier when they are later searching for the message.

If it's not a reply, add a sentence at the start that puts the message in context (e.g. "Just a follow up on our Dec 4th Strategy meeting at HQ, when you mentioned the issue with private internet usage.")

 

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