Archiving FirstClass Mail

	FirstClass Archive FAQ Archiving FirstClass Mail Deleting Mail in FirstClass The Export Method Configure Outlook For FirstClass Use Outlook to Archvie email Summarize Selected Messages

As of June 17, 2005, ITSS will be implementing quotas on our FirstClass email system. A quota of 200 Mega Bytes (MB) will be set for faculty and staff accounts, and 35 MB for students assistant accounts.

Some accounts are currently over the 200 MB quota and will need to be reduced prior to June 17th. If an account is over the quota after June 17th, then mail can not be sent from that account, however the account will continue to receive mail until the account reaches approximately two times the quota (400 MB). If your account is above the quota, it will be necessary to archive and delete mail (or just delete) from your account. To check your current account size, use the DiskUse View tool located on your FirstClass Desktop. When the new practice goes into effect on June 17, we will also put in place a notification that will, upon login to your account, alert you when your account reaches 90% of the 200 meg limit.

There are several ways to quickly delete mail, click Deleting Mail on FirstClass for some helpful tips.

There are several different methods for archiving FirstClass email. Each method has it's pros and cons, each account holder can choose the method that best fits his/her needs. The three methods for archiving mail and a brief description of each is provided below to help you decide which one (or combination) is best for you.

The four archiving methods are as follows:

• Summarize Selected Messages (SSM)
• Use Outlook
• Export

Summarize Selected Messages (SSM)
Click link for: How To Summarize Selected Messages

SSM copies all data (that you see when an email is opened) from each (selected) email and pastes it (one after the other) into a single document that can be saved to the computer's hard drive.

Pros for SSM:

• easy and fast
• searchable with MS Word once downloaded
• can be uploaded at a later date to FirstClass as a document
• easy to back up for safe keeping

Cons for SSM :

• attachments (if needed) must be downloaded separately
• not in email format once downloaded (it's in plain text format)

Using Outlook
Click link for: How To Use Outlook to Archvie email (PCs Only)

Outlook is a POP3 client that people use to send and receive email just as you would use the FirstClass client. There are many POP3 clients such as Eudora, Netscape Messenger, ect. (any POP3 client can be used to download FirstClass email).

Once you configure Outlook on your computer, you can "pop" (download) mail from your FirstClass mailbox to Outlook. "POPped" mail retains it's original format including attachments.

Only the email you have received into your FirstClass account can be "POPped". Mail currently in your FirstClass folders must be moved into the mailbox in order to be "POPed".

Pros for POP3

• fast once the POP3 client is set up
• copies complete email including attachment(s) to the POP3 client
• can send/reply from mail in your POP3 client
• easy to search

Cons for POP3:

• more difficult to set up/use initially
• mail in FirstClass folders must be moved to the mailbox to be downloaded
• only received messages in your FirstClass mailbox can be downloaded (sent messages do not download)
• initially difficult to backup or transfer to another computer

Export
Click link for: How To Export Email

The export method allows you to download one or more folders (or selected emails) at a time. Folder names are created on your computer just as they appear in FirstClass. Once downloaded, the emails are converted into a Rich Text Format (rtf) and can be opened by MS Word. Nested folders (folders with in folders) will be downloaded as well, retaining hierarchical structure.

Pros for Exporting:

• easiest method and fast
• download a folder of mail, retaining hierarchical structure of nested folders
• folder names that appear in FirstClass are created/named for you when downloaded to the computer

Cons for Exporting:

• each email becomes a separate document (can be opened with MS Word)
• attachments (if needed) must be downloaded separately
• not in email format
• only the body of the email is retained

For help on using any of the methods listed above, please call the Help Desk at x.2307