Debbie Mayo-Smith international inspirational motivational how-to speaker technology, time management, improving business performance
Motivational Speakers, Sales, Marketing, Time Management, Productivity, Technology, Tips

Controlling Your Inbox Size

Q. Debbie, we have a limit on our mailbox size at work and I’m sick to death seeing Mailbox Full then having to scramble to delete emails to make room. Is there anything I can do?

A. Yes! The Archiving function. It’s automatic, It’s fully customizable. It’s completely accessible. Let me explain. When you turn on archiving, it separates out old items – emails, meetings, appointments, tasks, and puts them into separate folders. In other words it is like moving them into a new drawer. As your program archives for the first time, it will create an exact replica of your inbox folder structure – a mirror image. Two of the parameters you set are how often it runs and what age items it should take out. For example if you can set it to automatically archive every two weeks, every two months; and to take out items that are six months old or three months old.

What’s more in Outlook (sorry, not in Lotus Notes) you can set individual archiving policies for each folder – thus having some that never archive, some that archive more frequently, some that simply delete all contents.

You’ll find Archive:
Outlook: Tools>Options>Other>AutoArchive

Lotus Notes: Mail>Tools > Archive Settings

Debbie Mayo-Smith (BSc Hons Econ) is an International Motivational Business Speaker and Managing Director of SuccessIS! ( and a leading specialist in easy practical ways to improve business profitability, personal productivity and Internet marketing. Debbie lives in NZ and travels the world speaking, writing and training. By the way, if you'd like to get lots of neat tricks like this, plus marketing and business development tips, why not enrol for our free newsletter?

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