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The effect email overload has on your IT network

05/02/13

Email Overload

Unnecessary email can cause a lot of problems in regards to IT. Email may seem quite a simple and almost instant process but in fact it can be very drawn out and demanding on servers. Each email sent has to be processed as it is sent and then again as it arrives with the recipient. When received the server has to see if the recipient exists on its domain but transferring it to the correct mailbox. Finally the server then transfers the email to the user’s mail client before going through virus and junk mail checks. All this happens before the recipient has even seen the message. 

Every email takes up space, and as it is moved between the server, the PC and any mobile devices it requires more bandwidth and more resources. This will impact other activities such as internet usage, searching and accessing files, database use, VOIP telephone calls etc. and costs businesses money and man hours by causing a premature need to update storage space and memory. In certain scenarios large mailboxes can seriously affect the time it takes to log on and off a computer, especially if a user is moving between computers. 

Most companies now backup files offsite (or they should!) and large mailboxes massively increase the time that the backup will take to transfer and also how much allowance the company needs to pay for. 

Companies also spend millions each year on Anti-Spam and Email Anti-Virus solutions to try and cut out the volume of unnecessary email, and that is just the stuff sent by marketing companies, online pharmacy’s and Nigerian bankers, let alone what we send every day! 

5 tips to speed up Outlook and your Mail System 

  1. If you don’t need it, delete it!
  2. Empty your deleted items after you have deleted any mail that you do not need. You can set Outlook to automatically empty the deleted items folder when you close the application.
  3. Keep images in signatures at a minimum and only send them on the initial email, you can set a different, text only signature on replies.
  4. Archive old email in a PST file. A good idea would be to create one for each month and put any important emails in there after a set amount of time. They are compressed to save space and you can password protect them for added security
  5. Don’t email whole groups unless you need everyone on that list to see the email, and don’t reply to all unless everyone needs to see your reply!

This post was written by Alphabyte ITindustry-leading business IT support company based in South Wales.

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