If you use Outlook Express, Eudora, or one of the other main email programs that download your email straight to your computer hard drive, you might be curious as to how you can archive your email messages. Or, you may be wondering, "How do I copy an e-mail message to to a CD or DVD?" Well, we're about to cover that and more as we discuss email storage management.
For those of you who are not familiar with email archiving, when you archive your email, you are saving copies of the messages you want to keep by putting them in a safe place that is not located in your email. The messages are moved from the general inbox or folders area of your mail program. They are placed on a compact disc, floppy drive, or in another area of your hard drive. Where you archive your emails is entirely up to you. But consider setting up your email management plan before you start saving messages in a disorderly way.
For best results, you should save your emails on a compact disc as well as on your hard drive. This way if something happens to your hard drive you will still have your messages archived on the disc for when you need them. The following steps will ensure that you know how to archive your emails properly wherever you decide to store them.
- Start by choosing the emails that you wish to archive. Go through your email and determine which emails you want to keep and which you do not need. At this point, you can remove any unnecessary emails and get your messages ready to be archived.
- Once you are ready to archive, go to your desktop and right click on the background. Choose the "new" option and then click "folder" to make a new folder. You will be using this folder to write the messages to a CD where they will be archived for later use.
- At this point if your email program is not open, you should open it. Make your browser a smaller size, so that you can keep the mail open and still be able to see the new folder you have created (on your desktop). Go to the emails that you have decided you wanted to archive and select them (you can usually do this by putting a checkmark in a box next to the email).
- Once you have all the emails you want archived selected, go to "tools," which is located at the top of your browser window, and select the "mark for offline" or equivalent option.
Once you do this, you will be prompted to either download them now or download them later. If you are not ready to download them now, you can choose to download them later, but you will not be able to move on to the next step if you have not done this.
When you are ready to download the emails, hit the "send/receive" button to allow the selected messages to download. You must download these emails before moving on to step #5.
- Now you are going to drag the selected emails you have downloaded from the inbox folder and drop them into the new folder that you have created. This creates copies of all your emails on your hard drive. In most email programs, when you move emails from your inbox like this, it will automatically mark them to be deleted. Of course, this will not really matter because you will have multiple copies.
- Now that the emails are copied to the desktop folder you created, you can burn the folder onto a CD. This should be as easy as going to the top of the folder and clicking the "burn to CD" option once you have loaded a blank disc into your CD drive.
- If you leave the folder on your system, you will have two copies. One copy will be located on the disc that you just burned and the other will be located on your hard drive in the folder where you placed the messages.
Now that you know how archiving email works, don't be afraid to check out some other email archiving solutions.