Email Archiving
Tips & Advice to help you make your decision on Email Archiving
Emails are rapidly becoming the mainstay of business. Orders are placed, quotes transmitted and information shared through email. Even a small business can be overloaded with email making it difficult for employees to sort through what is current and important and what is yesterday's news. Servers can become bogged down trying to store all the emails and data.
Many companies choose email archiving software to help them address this problem. This frees up[ space in the server, ensures corporations are compliant with any regulatory requirements, provides back up documentation in the case of litigation and protects sensitive business information. Only some software companies provide this type of IT and finding one that is compatible with your system software and hardware is critical.
Business.com is a good place to start your search for email archiving information. From suppliers to resources that can educate you, Business.com has listings that can answer all your questions. Direct your attention to the left side of the screen. There you will find software manufacturers, distributors and other useful information pertaining to the archiving of email. Scroll through the list until you find selections that interest you then follow the links, it is just that easy.
Managing Email Overload
How to deal with too many emails in your inboxBy Paul Vachier Transmit Media With email having taken over as the most common form of business communication in today's world, how can small business owners deal with an inbox that's run out of control? Here are a few guidelines to follow:
- Use multiple email accounts
- Practice good netiquette
- Practice regular mail housekeeping and management
Keep your personal and business email accounts separate
Even if you run your own business, it's a good idea to use separate email accounts, so that you can easily keep track of which emails are personal and which are business-related. If you run several businesses, use a different account for each one.
Try: There are many free email providers you can use to set up different accounts including Gmail, Hotmail, Yahoo and others.
Create folders for specific clients, projects or subject areas
Rather than leaving all your email in one inbox, use your mail program to create different folders for different purposes. Drag and drop your emails into these folders as soon as they arrive, or use your mail program to create filters that automate the process.
Try: See Setting up Filters for Outlook, Setting up Filters for Eudora and Setting up Filters for Apple Mail, or check with your mail program to find out how to set up filters.
Act on your emails as soon as you receive them
Take action as soon as you finish reading an email. Whether this means drafting a reply, moving it to a new folder or deleting it, never just leave it in your inbox with the intent of getting to it later.
Try: See "Housekeeping and Message Management tools for Microsoft Outlook."
Use appropriate subjects that describe and/or summarize the content
When sending emails, always make sure that you not only include a subject, but also that it adequately describes or summarizes the content of the message so you can tell what it's about at a glance. Examples of bad subjects: "re," "important," "Hey," etc. Some good subjects: "Excel Budget for September 2006," "Photos from trip to Greece," etc. Try and get others to follow the same policy when they write to you. If you receive an email without a subject or one that is inadequately descriptive, change it before replying.
Try: Read Netiquette Guidelines for more about proper subject usage and general email netiquette. This page also has more info about Email Group Netiquette.
- Avoid forwarding emails and “urban legends” that specifically ask you to forward the message to other people.
- Regularly purge your email program of any unwanted or outdated messages you no longer need.
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