Frequently Asked Question

Topic: Email Archiving & Email Hygiene Best Practices

Keeping your mailbox organized improves productivity, reduces storage issues, and helps protect company data.

━━━━━━━━━━━━━━━
HOW TO ARCHIVE EMAILS (Outlook)
━━━━━━━━━━━━━━━

Follow these simple steps to archive old or completed emails:

1. Open Microsoft Outlook
2. Select the email(s) you want to archive
3. Click the Archive button from the toolbar
   OR
   Right-click the email and select Archive

✅ Archived emails are moved out of your Inbox but remain searchable and accessible anytime.

━━━━━━━━━━━━━━━
EMAIL HYGIENE TIPS
━━━━━━━━━━━━━━━

✔ Delete unnecessary emails regularly

• Remove outdated notifications, spam, and duplicate messages

✔ Organize emails using folders or categories

• Create folders such as:
  • For Follow-up
  • Completed
  • Important
  • Finance / HR / Projects

✔ Avoid keeping large attachments in your mailbox

• Save important files to OneDrive or SharePoint instead

✔ Unsubscribe from unnecessary mailing lists

• Reduce inbox clutter and distractions

✔ Beware of suspicious emails
Before clicking links or attachments:

• Verify the sender’s email address
• Watch for urgent or unusual requests
• Report suspicious emails to IT immediately

✔ Keep your Inbox manageable

• Aim to maintain only active or pending emails in your Inbox

━━━━━━━━━━━━━━━
QUICK PRODUCTIVITY TIP
━━━━━━━━━━━━━━━

Use Outlook Search effectively:

• from: = search by sender
• hasattachments:yes = find emails with attachments
• category: = filter categorized emails

Example:
hasattachments:yes from:Juan

━━━━━━━━━━━━━━━

A clean and organized mailbox helps improve productivity and strengthens email security.

If you need assistance managing your mailbox or archiving emails, please contact IT Support.

Thank you and stay safe online!