Hello again world! I normally sit here and write technical articles or recent findings on a product, but I felt the desire to switch that up a little bit and talk about something that needs to be put out there. This topic is something that sometimes puts end users in a bad spot and is an utter frustration to a tech.
In my day-to-day as a tech, my primary focus is email. From email servers, to cloud based solutions, to end user support, I do it all. From my point of view, there is one thing that really grinds my gears and that is people using their “Deleted Items” folder as storage. Yeah, to some of you this may sound silly. But believe it or not, there are a bunch of people out there who will delete emails (sending them to the deleted items folder) just to clear them out of the inbox, and they will go back to them as needed. See any issues with this?
The deleted items folder is there for deleted items. Too frequently I get calls from users saying that their Outlook is acting funny (usually because their PST file* is huge), so when I start troubleshooting, I see that they have thousands upon thousands of emails sitting in the deleted items folder. Then I get told not to clear those out because they need them. Also, I get frequent calls from people who need emails recovered because they were accidentally, permanently deleted. I spend time trying to track down the email from a backup of their inbox just to find out that it was in the deleted items?!
The moral of the story is this: please stop using your deleted items as storage for emails. This folder’s intended purpose is exactly what it is labeled: DELETED ITEMS. If you are in need of creating folder structure for emails that you do not want sitting in your inbox, or if you need a solution for archiving, please-please-please call Everon. We are more than happy to help with this. This will help prevent your headaches of accidentally losing emails and will make your techs much happier when they are troubleshooting your email client or restoring email. Friends don’t let friends use their deleted items folder as storage. They just don’t. Cheers!
*Note: PST, a.k.a. the Personal Storage Table, is the file on your computer that is comprised of ALL of the email that is in your outlook, everything from your Inbox, to your Sent Items, to your Deleted Items.