Managing Email * Managing Hotel Email * Managing your Hotel Email from HotelTravelCheck.com

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Managing your email account

There are two ways to access and read your email: locally using an email application (such as Outlook or Eudora), or through a browser using webmail. With either of these methods, it is important to know how to effectively manage your email storage.

The email system at HotelTravelCheck keeps copies of your emails on the server until they are collected from your email client, or manually deleted by you. In efforts to continue to provide all users with fast and reliable service, we have set limits on the size of individual mailboxes. If each individual can effectively manage their mailbox size, we will be able to provide improved service by having enhanced server performance. When an individual mailbox is close to reaching its quota, an email message will be sent. So it is important to know some things that you can do to help manage the size of your mailbox.

Note: The items found in your Inbox, Sent Items, Deleted Items, and Drafts folder, all count towards your quota.

Clean up folders:

Delete unnecessary emails
Empty the Deleted Items Folder
Delete Sent Items you no longer need
Filter and delete junk email
Move emails to personal folders (if using an email client)

Hint: if you hold down the 'Shift' key will pressing the 'Delete' key the messages will be permanently deleted (bypassing the Deleted Folder).

Attachments: The main source of 'over quota problems' are attachments. Attachments are much bigger than simple text emails. You can do the following:

Save the attachment to your local hard drive
Delete the email and attachment (remember to delete it out of the deleted email as well).
Set up a 'rule' to transfer email messages with attachments straight to a personal folder (if using an email client).
Remove attachments - open the email, right click on the attachment and select Remove.

SPAM
Delete all SPAM (unsolicited emails) on sight - this is all you can do. It is NOT a good idea to reply to the 'remove me from this list' links because these are generally fake. Blocking the senders address is generally ineffective because they change the sending address regularly.

Leave Mail on Server Option:
If you are accessing your email through an email program on your local computer, you should make sure that your account is not set up to leave emails on the server. Mail clients offer an option to leave a copy of your messages on the server as a backup, so you can read your mail from several computers. It is not recommended that you use this option. If you do choose to use this option, each time you check mail, your mail client fetches your messages from your mail server to your local computer. When you delete messages from your mail client they are deleted only from your local computer. As result, your mailbox on the server will still keep a copy of the email and will eventually cause it to exceed its quota. Large amount of messages on the server could result in slower processing. In order to manage this, you MUST manually delete messages from the server at least once a week through webmail.

To check turn this option off in Outlook, follow the steps below:

Open Microsoft Outlook.
Click Tools / Email Accounts.
Select View or Change Existing Email Accounts and click Next
Select your email account and click Change.
Click the More Settings Button.
Go to the Advanced Tab.
Uncheck the box for 'Leave a Copy of Messages on the Server'. Click OK to save changes, then Next, and Finish.