For those who prefer their email to arrive at specific mailboxes, owning multiple mailboxes can be advantageous as emails are naturally filtered out based on audiences, subject material and even personal correspondences.  On the other hand, they can dramatically increase the amount of work that the mail servers have to do, especially if more than one user is running multiple mailboxes.

There are Exchange servers that enable users to gain access to several accounts in just one profile, which eliminate re-logging into a different username every time you want to switch accounts.  For you to be able to enjoy this feature, the administrator needs to configure Outlook in such a way that it will permit access to multiple email boxes in just one profile.

Continue reading Using Multiple Mailboxes In One Profile

Email has become a vital part of our lives, crucial in to business and the way we work in this new information age. With literally billions of email messages being sent every single day, it has become quite literally indispensable. Each business worker sends an average of 36 emails a day, and they receive as many as 74 in return. This huge volume brings into sharp focus issues of mailbox size, as well as the attachment size for files that go with the emails that we send and receive.

Specifically, I am considering the issue of email attachments from the perspective of businesses and their employees.

Most corporations, in order to try and balance storage capacity with backup and restore time, and data recovery, will place restrictions on the size of their users’ mailboxes. Companies will also restrict the size of an attachment that users can send via the corporate email server. Sometimes, companies will also place restrictions on the size of email attachments that can be received as well.

Continue reading The Tricky Question of Balancing Mailbox Size Limits

Information leaks can be hugely detrimental to the operations and image of an organization or business. You can however, protect your company’s data against unauthorized access by using Microsoft Exchange 2010, which is a program that is built with highly advanced rights management capabilities.

When you use the Active Directory Rights Management Server of the Microsoft Exchange 2010, you will be able to impose rights management in your infrastructure.  Rights Managements gives administrators and authorized users the freedom to manage and control access to web pages, emails, and documents.  You can also use rights management to limit the kinds of things that can be done to company data.  For instance, you can enable or disable the printing, editing, copying, and forwarding of emails and documents by recipients.  Moreover, administrators can create a universal rights framework that can be utilized across an entire system.

Continue reading How to Protect Information Leaks with Rights Management in Exchange

When your e-mails are flagged by the spam filters as legitimate spam, it can be bad for your business as communication gets derailed, especially if you are expecting an important email.  To avoid losing an important client or work getting prolonged due to e-mails not being read, you need to ensure your messages always reach the intended mailboxes.

It seems that the spam filters sometimes automatically move messages tagged as “illegitimate messages” into the spam inbox section.  You can actually prevent this from happening by composing a good message that will pass the spam filters.  The spam filters generally work by employing a scoring system.  If an e-mail message gets a high score, the higher the chances of the message arriving at the spam folder and eventually being deleted without being read.  To get over the spam filters, you need to know some dos and don’ts so you can guarantee that your important messages will appear in the proper mailbox of the recipient.

Continue reading 10 Ways to Make Sure your Emails Never End Up in the Spam Folder

If you receive tons of emails daily then it is imperative to know how to manage your inbox.  Emails, if not removed regularly, can clog your inbox making it look messy and disorganized.  An overloaded inbox would definitely not help you do your job better or quicker.  In fact, it may even be a cause for delays since there would be so much information that you have to deal with. An inbox that is brimming with messages can also cause your system to crash, which can delete all information from Outlook.

Another reason why you should clean your inbox regularly is that an inbox that is clogged with information would make it easy for you to lose track of important emails that require immediate action.  This is because mails would be piled up on top of each other, making it hard for you to locate critical and crucial messages.

Continue reading 6 Tips for Effective Inbox Management

In today’s day and age, anyone and everyone can fall prey to hackers and spammers. This is especially true for individuals and small to medium sized businesses. Cyber syndicates or hacking rings find small enterprises easy prey as they do not have enough resources at their disposal to put measures in place that would ward off security threats.  However this shouldn’t be the case as there are solutions that small scale firms can adopt in order to effectively provide them with adequate protection against online theft, scams and fraud without hurting their finances.

Businesses cannot afford to be passive against malicious entities that are bent on stealing vital and classified information from them.  Today, business organizations can no longer solely rely on simple firewalls and antivirus programs to keep their files safe.  There is just too much at stake and so much to lose on their end if they do not adopt a proactive approach.

Continue reading 6 Email Protection Tips for SMEs

Is your email inbox literally bursting at the seams every time you open it? If it is, then don’t you think that perhaps it’s time to get a little more organized? Having an overflowing email inbox is the main cause of your email client slowing down, and it also means you waste time not being able to find crucial emails in a hurry.

I understand it might seem like a daunting task to get yourself organized, but it’s really not so difficult when you know how. The first step on the road towards organization is cleaning up your inbox, followed by some intelligent archiving of your emails. In this post I’m going to outline my simple Microsoft Outlook system for keeping my emails tidy, and I’ll also throw in some tips on how you can archive your older emails too. And even if you use another email client instead of Outlook, you can probably apply these tips anyway.

The most important tool that Outlook has is the AutoArchive feature. It allows you to do all kinds of things, including directing where archived data should go and specifying how old items need to be before they are archived.

Continue reading 7 Tips For Managing Outlook Email Archives