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Author Topic: Outlook 2007 - Deleted Items  (Read 9240 times)
gee4
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« on: March 16, 2012, 09:51:24 am »

When I close Outlook, emails in my Deleted Items folder are being deleted.

How can I stop this?
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officepa
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« Reply #1 on: March 16, 2012, 01:27:35 pm »

Try going into Tools, choose Options, choose Other Tab and untick "empty the deleted items folder upon exiting".

Hope this helps.
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gee4
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« Reply #2 on: March 16, 2012, 04:10:13 pm »

Thanks.  I've tried this several times now and each time I close Outlook, my Deleted Items folder is emptied.

It didn't seem right so I contacted IT.  Get this...

A "corporate" decision has been made to apply this rule.  In order to avoid the problem, I was told "don't delete emails you want to keep".

You have got to be kidding?! Roll Eyes
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peaches2160
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« Reply #3 on: March 17, 2012, 02:49:33 pm »

We had the same rule applied that deleted messages in folders after a certain date.  Wreaked havoc on our retention, but IT said it cleared server space. 
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officepa
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« Reply #4 on: March 17, 2012, 06:38:44 pm »

Actually, now you mention it, I seem to remember a previous company I worked for way back did the same thing.  Guess they want to save space and this is one way to do it.

Where I work now I make lots of sub folders by topic and put emails in them so they do not clog up my in box.  Only ones I really want to delete went into my delete box. By creating sub folders it does not save space so at some point I will reach some sort of limit set by IT and they will ask me to do some housekeeping.  I usually then move them to my main drive.
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gee4
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« Reply #5 on: March 17, 2012, 11:08:36 pm »

I usually file the emails I want to keep.  These were I suppose odd emails that didn't fall into any category. 

Seems a strange rule, because if people know this now and don't delete emails, surely that means more of us will keep emails instead of deleting them?
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officepa
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« Reply #6 on: March 18, 2012, 03:50:51 pm »

Yep, then when everybody keeps emails "just in case I might need it again" IT will be asking everybody to delete some as the memory is being taken up.

On a slightly different level - do you find that it is often hard to manage emails?  I receive my own, my boss will then forward me his with a message to do "such and such" so more often than not, will end up with duplicates.  Then I have to find my one, delete that so I keep the one with the boss' message on.  Then someone on the distribution list will do a 'reply to all' and I end up with more and so on.

My sub folders are now getting longer by the day.  Started off with main topics that I was working on then more and more 'odd' ones creep in that I need to keep but don't fall into my main categories.  Even my sub folders have sub folders of their own - crazy?
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gee4
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« Reply #7 on: March 18, 2012, 05:02:07 pm »

Once I have actioned something that my boss has requested I delete the email.  Unless an email contains info I need for future reference I won't keep it.

If I do on occasion receive a "reply all" email, sometimes I will keep the latest one if there is an email trail.
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countrigal
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« Reply #8 on: March 19, 2012, 01:31:53 pm »

In our office, we are trying to go paperless and to that extent are really trying to do away with actual file cabinets to file materials in.   We really rely on the e-mails then as a form of communication, tracking of information, AND storage oftentimes.  I have a personal folder on my Outlook, under which I have key topics with a folder for each.  As the e-mails come in for any specific topic, I drop it to that folder and it is not counted against the amount of space my incoming mail box is allowed.  Then I treat these electronic folders as my virtual file cabinets and have them set up to be screened and rotated on a regular basis.  For the most part, on any main topic I may have access to, I have up to 3 years worth of e-mail communications on them.  Since most of the attachments are included in these e-mails, I don't take up additional space on the server saving copies of word/excel/powerpoint attachments as well, just leave the most recent on the e-mail string.  This has been the way I've been working for the past 6 years, and it has more than proven itself to me.  Several times someone has asked me "remember when so-and-so suggested/said/recommended x, y or z?  What was the decision?  and I pull up the e-mail discussion/thread and forward on the pertinent information.  Of course, like any one, I have those e-mails that aren't on a specific topic but I desire to save, so I have an "Others" folder to drop those into and this saves them until their turn also comes up on the clean-out rotation.  I really rely on this electronic file cabinet, because I only have a small 2-drawer file cabinet to hold all my training and work related filings, and that's NOT a lot of space!
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