To: Lotus Mail Users in Sacramento
From: GS Lotus Administrators
Subject: Dwindling Disk Space on Local Sacramento Servers
Due to the ever increasing size of user mail boxes on the Lotus Mail Servers in Sacramento, gscascrm01 is currently over 97% full with only 1.5 GB left and will soon be out of disk space. Although the people with the largest mail files have been notified separately, the Lotus Team is asking everyone to take a little time with the instructions below to reduce the size of their current mail box. If additional help is needed please contact your Local Lotus Mail Administrator (LLMA -
http://notes.usgs.gov/llmas.html#by_dutysta) or the Help Desk (703-648-7300). Please take a few minutes to take some action on this. If you only have 5 minutes to spare, at a minimum, follow the advice in the paragraph below that is highlighted in blue. If action is not taken, mail will stop being delivered to everyone at the site when the disks fill up.
Making Your E-Mail More Fast and Efficient
To help reduce the current ever-growing mail disk usage, the USGS Lotus Operational Team is asking all users to perform an immediate cleanup of their mail file and to continue to routinely practice the mail housekeeping recommendations stated herein. To help users practice good mail housekeeping, we have listed below some easy and quick ways for users to maintain a clean, small, fast and efficient mail file. For additional and more comprehensive procedures, see
http://notes.usgs.gov/clean_mailfile.html.
1. Routinely delete unneeded messages from your Inbox and Folders. Keep what you need and delete what you don't need.
2. Routinely (at least once per month) delete unneeded items from your Sent folder. Your Sent folder is generally transparent to your routine usage and requires action on your part to maintain.
To minimize the number of Sent messages, go to File, Preferences, User Preferences, Mail & News, and choose "Don't keep a copy" or "Always prompt" under "Save Sent Mail".
One efficient method to retaining a copy of a sent message is to choose the ?Don?t keep a copy? option as above, then when sending a message, choose ?Send and File?. This allows you to place a copy of the sent message directly into a mail folder for future reference.
3. Messages (sent and received) with large attachments (greater than 1 MB) should be deleted as soon as
possible. If you need the attachment(s), file the attachment(s) to your PC hard disk or another location using the Detach button when you right-click on the attached document.
Refrain from sending (and receiving) attachments greater that 10 MBytes. Use FTP to send and receive large files (greater than 10 MB).
If you must send a message with a large attachment (greater than 1 MB, especially greater that 10 MB), wait until the message has been delivered. Then delete the message from your Sent folder and then from your Trash. The larger the attachment(s), the more important for you to do this.
When you receive a message with a large attachment, file (detach) the attachment onto your hard disk or another location. Then delete the message from your Inbox and then from your Trash. The larger the attachment(s), the more important for you to do this.
It?s good to get in the habit of removing attachments when you reply to a message. There can be many replies in a thread and resending the attachment each time is generally not needed. To delete an attachment from an outgoing reply, click on the attachment to select it, then either press the Delete key and confirm Yes or right click, choose Cut, and confirm Yes.
You can delete an attachment within a message but retain the message for placing into a folder. Open the
message, choose Actions/Edit Document, then either highlight the attachment and press the Delete key and confirm Yes, or right click the attachment, choose Cut, and confirm Yes.
To delete and/or quickly review your mail files to find messages of a large size, display the All Documents
View and then sort on Size. You can then quickly view the largest messages and delete those that you don't need in your mail box any more.
***Be extremely careful when you delete a message from the "All Documents" and "Discussion Threads" Views because you are deleting the ONLY copy of that message from your mail database, which means the message is deleted from every folder that it may be in. Please contact your LLMA if you are unsure about this procedure.***
4. Do a ?spring? and ?fall? cleanup each year. We all have a tendency to save too much stuff, whether it be mail, hard copy, etc. Take some time once or twice a year to remove old dusty mail that is no longer needed.
5. If you choose to empty your Trash manually, remember to empty it periodically. The Trash folder can grow to a significant size and take up needless space. Even better, set your Lotus desktop to prompt you for emptying trash each time you log out. To do this:
1. Go to File - Preferences - User Preferences
2. Then click the down arrow next to "Empty Trash Folder."
3. Select the option "Prompt me during database close".
6. Consider archiving messages needed for the long-term either to your PC hard drive, a network drive, or removable Zip or CD media. If you do choose to archive to your PC or network hard drive, make sure your archive location is backed up. Otherwise you risk losing your mail archive if files become corrupted, the hard disk crashes, etc. Archiving before doing routine cleanup of your mail folders is a safe way to make your e-mail more efficient, while keeping long-term records of your messages. For comprehensive instructions on archive
go to
http://notes.usgs.gov/howto_archive.html.
GOOD THINGS TO KNOW
DELETING FOLDERS only deletes the view itself and does not remove the contents of the folder. One must select all mail within the folder and then "delete" in order to remove the mail messages themselves.
NO IMMEDIATE REDUCTION IN MAIL FILE SIZE will occur even after you delete a significant amount of mail. The mail file size will decrease over the weekend when each mail file is compacted and the deleted message space is freed up.
There is additional information about determining the size of your mail file and the weekly compact process at
http://notes.usgs.gov/howto_archive.html#size.
With your help, all of us will have a faster and more efficient email experience. Thanks!
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