Before using e-mail to communicate, it is important to be aware of some usage best practices. The following tips and hints are intended as aids to promote the appropriate and effective use of e-mail, both within OIS and beyond.

1. Avoid large size and large numbers of file attachments in a single e-mail. Avoid large file attachments or large numbers of file attachments in a single e-mail. These attachments can affect system performance.
   • Usually, files that contain large or many graphics tend to be large in file size. Text only files tend to be small.
   • Copy files larger than 3 MB to a drive on the network that is shared with the e-mail recipients (commonly referred to as the I: drive as opposed to your personal drive which is referred to as the H: drive). Then e-mail the location to those who need to access the file.
   • To determine the file size, go to the icon My Computer and locate the file in the appropriate directory. Be sure to select Details under the menu item View to see the size displayed.
2. Limit number of mailing list subscriptions where e-mail is automatically received such as announcements, newsletters, or advertising.
3. Standard System Mailbox Retention Periods:
   • All e-mail documents and accounts are subject to Public Records Law unless otherwise exempt.
   • Mailbox messages will be retained automatically by the e-mail system for not more than 30 days after reading. Sent mail will be retained for not more than 30 days after sending. Trash will be deleted automatically 7 days after deletion from the mailbox. Manually deleted trash is not retained in any way.
   • Permanently store records for retention purposes outside the e-mail system itself. Do not use the "Archive" feature within the e-mail system for record retention purposes.
     • Either print records or save them to a location outside of the e-mail system (e.g. network drives) and retain as required.
4. E-mail system backups:
   • Routine backups are made of the e-mail system and its contents. However, backups of the e-mail system are created and maintained for the recovery of the system only.
   • Backups are not intended as permanent record retention storage and are held for a specified time only.
5. How to print and save e-mails outside of the e-mail system.
   • Print:
     • Received message
     • Received attachment(s)
     • Sent message
   • Save:
     • Received message
     • Received attachment(s)
     • Sent message

Step	Instructions to print email message received
1.	Open email message.
2.	Select Print from File drop-down menu OR selct printer icon on tool bar.
3.	Be sure item to be printed is selected and highlighted.
4.	When Print Dialog Box appears, click on Print button.
5.	Close Print dialog box.

back to list

Step	Instructions to print attachment received
1.	Open attachment.
2.	Select Print from File drop-down menu OR selct printer icon on tool bar.
3.	Be sure item to be printed is selected and highlighted.
4.	Click on Print button.
5.	Close Print dialog box.

back to list

Step	Instructions to print email message sent
1.	In GroupWise mailbox, locate folder "Sent items".
2.	Find and highlight the sent message to be printed.
3.	Open the sent message or click the alternate mouse button
4.	If opened, select Print from File drop-down menu. If clicked alternate mouse button, select Print from the drop-down menu.
5.	Be sure item to be printed is highlighted.
6.	Click on Print button.
7.	Highlight next item to print until complete.
8.	Close Print dialog box.

back to list

Step	Instructions to save email message received
1.	Open email message.
2.	Select SaveAS from File drop-down menu.
3.	Be sure item to be saved is highlighted.
4.	Be sure "Save to disk" option is selected.
5.	Name the file to be saved by accepting or changing default name AND change the document file name extension to either ".doc" for a MS Word document format or to ".txt" for a standard text file. NOTE: If you do not change the extension as indicated above, you will not be able to see the contents once the file is saved outside of the e-mail system.
6.	Use the "Browse" button to access the file directory for either the network drive or the C: drive. Locate the appropriate drive, directory, and folder. Click OK.
7.	Click Save. The item will now have "...Saved" added to the end of its name in the Items to Save box at the top. The highlight will move to the next Item to Save in the list. NOTE: You will not see the "…Saved" at the end of the line if the name of the item is too long in the top box. Check the folder to see if the file was saved properly.
8.	Click Close when finished saving all items.

back to list

Step	Instructions to save email attachments received
1.	Open e-mail attachment or use "alternate" click on mouse to see functions (This is usually referred to as a "Right Click" on the mouse.).
2.	Once open, e-mail attachment can be saved the same as any document of its format.
3.	To save without opening – Use the alternate button on the mouse.
4.	Select SaveAs from the feature list.
5.	Locate the appropriate drive, directory, and folder. Click OK.
6.	Be sure the file name is meaningful, even one to four years from now.
7.	Click Save.
8.	Repeat for all attachments in e-mail message.
9.	Check the folder to see if the file was saved properly.

back to list

Step	Instructions to save email message sent
1.	In GroupWise Mailbox, locate folder "Sent Items"
2.	Find and highlight the sent message to be saved.
3.	Open the sent message or click the Alternate mouse button.
4.	If opened, select SaveAs from the File drop down menu. If clicked alternate mouse button, select SaveAs from the drop down menu.
5.	Be sure item to be saved is highlighted
6.	Click on Save button.
7.	Highlight next item to save until complete.
8.	Close Save dialog box.

back to list

Back to top

Policy & Procedure(s)

• DHS-070-004, Acceptable Use of Information Related Technology Policy

Back to top

Contact

• Name: Natalie Barnes; Phone: 503-947-5499; Email: natalie.s.barnes@state.or.us

Back to top

If you have comments about this site, send email to dhs.policyinfo@state.or.us.

Oregon Department of Human Services
500 Summer St. NE E25, Salem, OR 97301-1098
Phone: (503) 945-5944
Fax: (503) 378-2897
TTY: (503) 947-5330