Frequently Asked Questions about Managing Your E-mail
The Office of Information Technology needs your assistance in starting to perform better space management on our e-mail servers to improve system performance and reliability. To do this, please clean up your mail inbox and move messages to folders that you need to retain. Please also go back to any folders and delete any old e-mail that you no longer need to retain. It is recommended that mail files be a maximum of two GBs in size, with less than 1,000 messages in the INBOX view.
We recognize that everyone may not know how to perform the necessary steps, so we have put together this compilation of frequently asked questions. If you do not find the answer to your questions, please contact the IT Help Desk at 202-885-2550, firstname.lastname@example.org, or AskAmericanUHelp.
How can I recover a message that I accidentally deleted?
Within Lotus Notes, click the TRASH folder.
Click on the message that you would like to recover.
Then, click the RESTORE button.
Contact the IT Help Desk at 202-885-2550, email@example.com, or AskAmericanUHelp, if the message that you want to recover does not appear in your Trash folder. It may be able to be restored from back-up.
Should I be concerned about messages in my Sent folder?
Most e-mail clients automatically save copies of every message you send, so the SENT folder is often the largest folder. Follow the steps above to locate and delete large attachments that you have sent, but are also stored elsewhere.
Click the IBM LOTUS INOTES logo in the top left corner of the screen.
The mail file size will be shown.
If you use an IMAP client (like Mac Mail, Mozilla Thunderbird, or Microsoft Outlook), you will need to log into AU WebMail through mail.american.edu to check your file size in the Preferences window as described above.
The Office of Information Technology has implemented a server-based archiving solution for Lotus Notes. Scheduled archiving will automatically run on our mail servers to move documents that have not been accessed in the past two years from your active mail file into an archive mail file on a dedicated archive server. This helps to keep your active mail file smaller, which improves the overall health and efficacy of the AU e-mail system.