![]() ![]() SB944 added several amendments to the Texas Public Information Act (commonly referred to as an Open Records Act). ![]() Is using university email on personal devices subject to disclosure under the public records law? If you have a special need or requirement to store email off-line, please contact the OIT Help Desk and our team will determine the best approach to meet your need. In this case, the maximum retention period for email is 365 days provided the steps have been implanted on your mailbox to retain emails under the archive folder of our Office365 account. What if I am adjunct faculty and do not have a university computer to store or archive my email?Īs stated above, University emails may not be archived locally on a non-University device. Using personal devices for accessing Outlook on the Web is subject to disclosure under the public records law per SB944 amendment to the Texas Public Information Act. Instead, you may use Outlook on the Web for accessing email. University email may not be used on personal computers since it may put the university and client’s data at risk. It will no longer appear in the folder it was in originally.Ĭan I archive emails using a personal computer? Please note that archiving messages moves the message from whatever folder they are into the archive folder. You can archive a message with a swipe, or you can use the Archive button at the top next to the Trash button. Ĭan I archive emails using mobile outlook app? Use of non-approved email exposes that email to the Office of General Counsel’s (OGC) legal collection and open records request. Requests to substitute non-TAMIU email addresses for purposes of official communication will not be honored. The Office of Information Technology only provides support for this e-mail program. The official e-mail program for the University is Microsoft Office365. ![]() What if I do not use Microsoft Office 365? It is the responsibility of the supervisor of the department’s shared mailbox to archive messages manually. This retention schedule is applied to all University mailboxes. How will this retention schedule affect my department’s shared mailboxes? This policy applies uniformly to all University e-mail accounts including shared or departmental accounts. So you should be able to automate this stuff if you so choose if you don’t have access to any of the other tools.Can I be excluded from the default central mail system retention policies? Modern Exchange and Office 365 instances provide archival options, as do tools such as GFI. Then drag the OEAX folder to the /Applications folder. To install Outlook Email Archive X, extract the dmg from the downloader. I like Outlook Email Archive X because I can drop emails back into outlook because they’re stored in. mbox file in question.Īnother, more automated and old fashioned way to archive mail is to use Outlook Email Archive X, a tool that takes care of much of the tasks you just did. mbox file can then be imported using the Import option under the File menu and then clicking on the. The maximum size of the file is 2.15 gigs. mbox files by dragging a folder to the desktop. pst file as with the old school keep it on a mapped drive method frequently used with Outlook for Windows. The only problem with this method is that mail is just getting dumped into a folder on your local computer. Click General and then in the Folder list section, check the box for “Hide On My Computer folders”. Once done, click on the Outlook menu and then click on Preferences. To move existing mail, click Rules from the Message menu and then click on the name of the rule. Finally, check the box for Enabled and you’ve got a pretty simple automated rule to move messages off your Exchange server and onto your local computer. ![]() In the “Do the following:” section, choose “Move message” and then choose the archive folder you created in the previous step. Configure the middle field as “is Greater than or equal to” and then configure the number of days (e.g. Create a rule by clicking on the plus sign (let’s just call it Archiving) and then click Date Received in the “When a new message arrives: section. To do so, first create a folder on your local computer (e.g. One way to automatically archive objects from Outlook is to use rules. ![]()
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