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Staff Member’s Responsibility – Email

Staff Member’s Responsibility:

Most Staff computers should be running Thunderbird Email client and each supported computer will also be running the Bacula backup client.  All email folders (Inbox, Sent, and all created archiving and sub-folders) are backed up per the schedule found here: SEASnet Backup Policy.

The following information will help you understand how the Email and Backup process works:

  • EMAIL Thunderbird – creates one (1) file for each folder (Inbox, Sent, and other created archiving and storage folders) that is created.  Therefore, the more emails that are stored in a folder, the larger the one (1) file gets. (Example: Inbox that has hundreds or thousands of emails in it will create a very large Inbox file).
  • EMAIL Outlook – creates one (1) file for each Mailbox you have and is saved as a <name>.pst.  Cleaning up of emails will also be necessary for Outlook users.
  • BACKUP – Files which are changed each day get flagged so that Bacula knows to backup the changed file.
  • INBOX / SENT – an INBOX or SENT folder with hundreds or thousands of files (which could span years of emails) will get changed every day because you receive and send email each and every day.  However, instead of backing up only the newly received and changed emails, Bacula will backup ALL emails that are in your INBOX, resulting in email being backed up daily that hasn’t changed, and that doesn’t need to get backed up.

Email FULL – SEAS EMAIL OVER QUOTA (Email sent to user)

  • Clearing Server – Occasionally you may receive emails informing you that your EA / SEAS Email is over quota (on the Server at webmail.sesa.ucla.edu). When this happens, you must log on to the webmail server and delete all email that has already been downloaded and read by your existing email client (Thunderbird, Outlook, etc.)
  • Use this link to log on to the Email Server: webmail.seas.ucla.edu

Typically if your EA / SEAS email goes over the allowed limit, then it’s possible your Thunderbird / Outlook settings are set incorrectly.

From Thunderbird:

  • CLICK on Tools / Account Settings
  • CLICK on your email name on the left panel then CLICK on Server Settings
  • The BOX should be checked for “Leave messages on server”
  • THE BOX should be checked for “For at Most” and “3 days” should be marked.
  • CLICK on OK, restart Thunderbird

From Outlook:

  • Outlook 2007
    • CLICK on File / Data File Management / E-Mail Tab / DOUBLE CLICK your email
    • CLICK on More Settings at the lower right / CLICK on Advanced Tab
    • CHECK the box “Leave a copy of messages on the server”
    • CHECK the box “Remove from server after” input 3 days
    • CLICK OK / CLOSE all other Windows / Restart Outlook
  • Outlook 2010 / 2013 similar
    • CLICK on File / Account Settings / Account Settings / E-Mail Tab / DOUBLE CLICK your email
    • CLICK on More Settings at the lower right / CLICK on Advanced Tab
    • CHECK the box “Remove from server after” input 3 days
    • CLICK OK / CLOSE all other Windows / Restart Outlook

Local Bacula Backup Too Large


Perform the Following to Keep your Email Folders at a Manageable Size:

 

REGULARLY COMPACT FOLDERS

You should regularly (at least once weekly) compact your folders.  Whenever any email is created, deleted, or moved from one folder to another, Thunderbird creates a link which remains in the original folder.  This link retains the original size of your original file, which will be backed up as if the original email is still there.  Compacting will remove these links.

You must first make sure that you can VIEW the STATUS BAR in Thunderbird.

  • Open up THUNDERBIRD.
  • CLICK on VIEW
  • CLICK on STATUS BAR (IF CHECKED, you can already view it)

If you received a phone call / email from SEASnet regarding having to compact your folders, you must also document the file size of your email directory both before and after compacting.

  • Open up My Computer from your Desktop
  • Double Click your C Drive Icon
  • Click your Mail directory to highlight it
  • Right Click the Mail Directory / Click on Properties
  • Write the the Size / close your Properties and My Computer windows
  • Compact your folders.  Once done, repeat these steps to get your newly compacted c:mail directory size.
  • Return both numbers to us by replying to the email you received.

1. THUNDERBIRD

  • COMPACT ANY FOLDER

    • Click on the folder you want to Compact.
    • Right click the highlighted folder and choose Compact.  You’ll see the compact status in the STATUS BAR in the lower right hand center.
    • You’re DONE.
  • COMPACT ALL FOLDERs – to compact ALL Folders:
    • CLICK on your MAIN Email name on the left hand column or the upper most folder (typically Local Folders).
    • CLICK on FILE then COMPACT FOLDERS
    • Once started you will see which folders are being compacted displayed in the STATUS BAR located at the bottom of your Thunderbird window.  IF NO STATUS bar is viewed, please click on VIEW then STATUS BAR. You will then see the status of the compact command, which folder is currently being contacted along with a completion bar.
    • This could take up to 5 minutes to perform.
    • IMPORTANT – While the Compact of ALL FOLDERS is being performed you can read email, but do not TAG, MOVE, MARK, DELETE or CHANGE any emails or locations.  This could cause the folder to become damaged or corrupt.
    • The best time to COMPACT all folders should be just before you log off your computer for the day.

2. OUTLOOK – COMPACT ANY FOLDER – to compact any individual folder:

  • Outlook 2010 / 2013 (similar)
    • CLICK on File / Info / Account Settings / Account Settings / Data Files Tab / Click to Highlight the PST file you want to compact
    • CLICK on Settings
    • CLICK on Compact Now
    • ** DO THIS FOR EACH PST FOLDER YOU HAVE ***
  • FOR 2007, 2003 & 2002 XP
    • CLICK on FILE
    • CLICK on DATA FILE MANAGEMENT
      All of your EMAIL Folders will appear in the DATA FILES TAB
      CLICK on the FOLDER / ARCHIVE you want to compact
    • CLICK on SETTINGS
    • CLICK on COMPACT NOW (A Compacting Window will appear)
    • CLICK on OK when DONE
    • ** DO THIS FOR EACH EMAIL FOLDER YOU HAVE ***

3. OUTLOOK Using Zimbra – COMPACT ANY FOLDER – to compact any individual folder:

  • FOR 2007, 2003 & 2002 XP
    • CLICK on FILE
    • CLICK on DATA FILE MANAGEMENT
      All of your EMAIL Folders will appear in the DATA FILES TAB
      CLICK on the FOLDER / ARCHIVE you want to compact
    • CLICK on SETTINGS
    • CLICK on the ZDB Configuration Tab
    • CLICK on COMPACT ZDB (A Compacting Window will appear)
    • CLICK on OK when DONE
    • ** DO THIS FOR EACH EMAIL FOLDER YOU HAVE ***

 

ADDITIONAL FIX (SEASnet will contact you to perform the below)

In order to correct this, your Email must be sorted out of the Inbox, Sent, or other large numbered email folder to separate sub-folders under the Local Folders section, which you create and can be sorted by any means of your choosing.  Sorting can be done by the creation of sub-folders which will break up the email by classification, type, dept, person, quarter or year.

HOW WILL THIS HELP?
This will decrease the backup size of your Inbox, Sent, or other large numbered file; reduce the amount of backup storage we need to keep; and organize your emails by a means that works for you.

STEPS:

  • You’ll need to first IDENTIFY the folders in your Email that are excessively large and contain thousands of emails.
    • You can either highlight each folder and check the lower right hand corner which will list out the number of emails.
    • You can go by the number by your folder which should also list the number of emails contained in the folder (Doesn’t always show up).
  • CREATE A SUB-FOLDER: Once you’ve identified your larger email folders, you can start to create sub-folders which will catalog your emails by your choosing.  You can use the sort function in Thunderbird to sort by recipient, year etc.  IF YOU HAVE A VERY LARGE FOLDER, the best thing to do is to create a sub-folder within that Folder, called <Current folder name>-OLD.  [Example: Inbox-OLD can be created in the In-box or other area]. Once created you can drag and drop your thousands of emails (in small groups or your email program could be stuck for hours copying) to the newly created sub-folder.  Once this is done, your daily backup of your in-box will greatly decrease in size and you can sort your newly created sub-folder at your leisure.
  • Sorting, sub-folder creation, and email retention will be different for each department and person.  We have no problem if you have to keep all your email, just make sure they are sorted into individual smaller folders which will reduce the number of emails and size of the backups that have to be done.
  • You can always call the SEASnet helpdesk if you need further assistance or have any other questions at x66864 or at (310) 206-6864.