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Through the creation of folders, Webmail and Outlook provide many effective ways of organizing email. For your SPU email account, we find that Outlook 2007 is the most robust and reliable email client. It keeps up-to-date with the SPU email servers frequently, thus ensuring that your email will be delivered in a timely fashion. 

Remember, the SPU server space is is not unlimited and each user an established email disk quota. Attachments and pictures may be saved to your local computer so they can be removed from your email account storage limits.

Current faculty and staff email MUST be maintained on SPU provided servers. Faculty and staff are asked to NOT create local archives of email messages that are stored on your university assigned computer, a personally owned computer, or on removeable media. Since employee email is a vital institutional business tool, it needs to be managed and preserved with care and caution. Faculty and staff should review the Email Retention and Recovery Policy for additional guidance.

For students and alumni, an alternative if you are using Outlook 2007 is to move some of your messages to a Personal/Offline storage location (with a .PST file). Review the Personal/Offline Folders for more information on this option.

How To:

Save attachments:

It's easy to remove space intensive pictures or attachments from an email message to store them on your computer disk drive.

  1. Open an individual email message with attachments or pictures.
  2. Right-click on the item you wish to save.
  3. Use the Save As feature to save it to a location on your hard drive. Generally, the My Documents folder is a good location to save personal items into.
Common Problems:

Folder Storage Location:

Individual files that are saved to your personally owned local computer will not be available from other computers. Be sure to prioritize which items you retain in your Inbox or Inbox subfolders.

Client Configuration:

If other computers are configured to check your email account via configurations other then Exchange, they may download email messages (and attachments) to the local storage of that computer. Those items will then no longer be available from computers.

See Also:

Storage Limits and Quotas (Email and file space options)

Personal/Offline Folders (Information on how to move information off the server - Students only)

Email Retention and Recovery Policy ( It affects you whether you read them or not)

Last Updated: 3/11/2010