Spellman Tech Update

Email - Quota Policy & how to manage your inbox

Cardinal Spellman Email Policy

Our email policies are being updated effective immediately and each account will have a storage quota applied.

This change means email uses will need to adopt strategies for managing the items they keep in their email. Although email messages themselves do not take up much space, attachments of pictures, videos or presentations do take up considerable space. Best practices are to save these items in folders outside of your email - google drive is a great option because our Spellman GAFE account has unlimited storage.

Moving forward, users will receive notification when they are at 75% of their allotted storage space. This automatic notice is intended to provide time for users to delete or move emails before their storage quota is used. If you ignore the notice and your account does reach the quota, your account will be automatically disabled until you clear space in your email.

Please review this memo for suggestions and links to help you reduce storage and manage your email effectively.

Still need help with this process ? Attend Thursday PD on Nov 20 or arrange an appointment with tech dept staff for a 1:1 tutorial.

What do you mean I can't store everything in my email ??? ARRGGHHH ...

E‐mail is a fast, efficient and cost‐effective means for communicating and sharing

information. However, e‐mail software is not designed for record storage and retention. Here are a few tips for keeping your inbox skinny:

1. Setup rules, filters, or labels

2. Do not be afraid to delete

After reading e-mail, always take action on that e-mail. Do not save it for later or move it into a folder to deal with later. If you are unable to take action on the e-mail, delegate it to someone else, or postpone it for later that day then you should delete it. Every e-mail does not need a response and there is no reason to save e-mail that is going to be deleted later.

3. Automatic replies, FAQs, and canned responses

If you find yourself using the same reply over and over creating a list of your frequent replies can help make replying to these e-mails even faster.

4. Keep it simple

Many times people over complicate their e-mail by creating dozens of different folders to help organize their e-mails. Keep it simple do not have dozens of different folders to organize your e-mail into.

5. Always do quick short replies

When replying to any of your e-mails try to keep the reply as quick as possible and do not spend too much time on an individual e-mail. We suggest spending no more than five minutes on a single e-mail and avoid anything longer than three paragraphs.

6. You are e-mail is not a calendar or to-do list

Many times a person’s inbox is full because they are treating it as a calendar of things that they need to do. Do not use your e-mail for this. Have a separate program or text document that keeps a list of things you need to do or that keep track of your calendar of events.

7. Unsubscribe from newsletters and disable notifies

Unsubscribe from any newsletter you have not been reading.

8. Do not reply to spam

If spam sneaks past your protection or rules never reply to it. delete it.

9. Keep at it but not too much

Try to read your e-mails at least once daily or every hour, depending on how much e-mail you receive.

10. Create a schedule where you check your e-mail in regular intervals and then ignore it all other times. If you have any notification about new incoming e-mails disable these or close your e-mail program or e-mail web page.

Tips found at : http://www.facultyfocus.com/articles/teaching-careers/time-saving-tips-managing-email-inbox/

Cardinal Spellman Technology Department

Please email techsupport@spellman.com with technology issues

Ongoing PD for faculty held on Thursday afternoons or by appointment