Email Performance

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School announcements, regular emails, and spam can add up over time and flood your inbox. When the inbox becomes very large, the performance of email clients such as Outlook can suffer greatly. Opening the program, opening emails, and other general tasks may be slow and difficult.

Other folders can be large without such performance degradation because they won't be accessed on a regular basis. Therefore, moving emails out of the inbox and into other folders on the mail server is an easy way to resolve this issue. You can create and name folders to categorize messages by date, project, topic or correspondent. Use any categories that seem most natural to you.

The instructions below contain detailed steps for creating new folders and moving items out of the inbox. The Help Desk recommends no more than 2,000 messages in the inbox for optimal performance.

Contents

Instructions for Outlook

If you have mapped your Stevens email account to Outlook, mail can be organized in the folder hierarchy on the left side.

For more information on setting up Stevens email with Outlook, click here.

  • Locate the heading username@stevens.edu on the left side panel of Outlook as shown in the picture below where username is your Stevens username. Depending on your settings, this may be labeled as nexus.stevens.edu or another personalized heading. For the purposes of this tutorial, you would NOT use the "Outlook Data File" which is on local hard drive rather than the server.

Emailperf001.png

  • Right-click on your account as shown below and select New Folder

Emailperf002.png

  • Next, name the new folder to whatever you like and choose a parent folder.
  • It is very important that you do not choose Inbox as the parent folder. This will not cause any increase in performance because the message will still be in the inbox.

Emailperf003.png

  • Click OK
  • Browse to the inbox folder and highlight any items you wish to move.
  • Click and drag these items to the new folder you created and release the mouse to drop them in.

Emailperf004.png

  • The continued practice of removing items from the inbox to custom folders will not only organize your mail, but put less stress on Outlook to index thousands of email at once when the inbox is clicked.

Instructions for MyMail

  • MyMail can be accessed by logging onto myStevens and clicking the MyMail link.
  • Click the Settings button in the top right hand corner.

Orgemail0.png

  • Choose the folders tab

Orgemail1.png

  • Click the + button to add a New Folder

Orgemail2.png

  • Fill out the information for the New Folder

Orgemail3.png

    • 1. Choose a name
    • 2. Choose none for the parent folder. If the Inbox is chosen as the parent folder then there will be no performance increase.
    • 3. Save your changes
  • Once the new folder is created, simply drag and drop emails from your inbox into this new folder.


Instructions for Thunderbird

If you have mapped your Stevens email account to Mozilla Thunderbird, mail can be organized in the folder hierarchy on the left side.

  • Locate the heading username@stevens.edu on the left side panel of Thunderbird as shown in the picture below where username is your Stevens username. Depending on your settings, this may be labeled as nexus.stevens.edu or another personalized heading.

Emailthun1.png

  • Where username@stevens.edu is highlighted in the picture below, right-click on your account and select New Folder

Emailthun2.png

  • A dialogue box will appear on your screen. Name the new folder to anything you prefer. The parent folder, indicated by Create as a subfolder of, should be left in the default setting to increase your email performance. Click Create Folder to complete the folder creation.

Emailthun3.png

  • Browse to the inbox folder and highlight any items you wish to move.
  • Click and drag these items to the new folder you created and release the mouse to drop them in.

Emailthun4.png

  • The continued practice of removing items from the inbox to custom folders will not only organize your mail, but will also cause less stress on the Thunderbird mail client by preventing the constant indexing of e-mails from the server.
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