E-mail Auto-Filing
terms and definitions
- mail client
- an application (program) on your computer, used for sending and receiving e-mail. Common examples include Thunderbird, Outlook, Eudora, Mail (Apple), and Netscape Mail.
- mail folders (server-side)
- You can use folders to organize your messages into categories. If your mail client is configured for IMAP (as opposed to POP), or you are using WebMail, you can use these folders. They will be available when you check e-mail from other computers, too.
- local folders
- These mail folders are stored on your computer by your mail client. The folders are accessible from only that computer.
- server
- the central computer that holds your e-mail as it arrives. Your e-mail client connects to the server when you check for new messages or work with other messages stored there, such as those in your inbox and auto-file folders.
related links
What is auto-filing?
Auto-filing is a process that moves old messages from your inbox to a new mail folder. "Old" messages are those which arrived more than 90 days ago.
Will any of my messages be deleted?
No. Auto-filing will only move messages from your inbox to another mail folder on the server. You will still be able to read the messages inside this folder.
Why should I auto-file?
By moving messages out of your inbox and into folders less frequently accessed, you will ensure that you have faster access to your e-mail. This also allows the University mail system to run more smoothly.
Am I required to use auto-filing?
Most people will not be required to use this feature. If you have an inbox which is larger than 40 MB, you are eligible for auto-filing. The first time you become eligible, you will receive an e-mail informing you that your inbox will be auto-filed. After that, you should monitor your inbox size to know if you are eligible for auto-filing. You can check the size of your inbox at http://www.umn.edu/myaccount
If you do not want your inbox to be auto-filed, you will need to reduce its size by moving or deleting messages from the inbox. Here are a few options:
- Move messages to other mail folders on the server.
- Move messages to a local folder on your computer. Look for a feature like "Local Folders" in your mail client.
- Delete unnecessary messages.
How will I access my auto-filed messages?
Most mail clients, if configured correctly for IMAP, will show your auto-filed messages in the "AutoFiled" folder. WebMail shows your AutoFiled folder by default. Go into the AutoFiled folder in your (server-side) folder list, and inside there, open the folder containing your messages. This folder's name will be in the format "yyyy", representing the year those messages were sent to you.
What should I do if I cannot see my auto-filed messages?
Is your mail client configured to use IMAP? POP, the alternative to IMAP, does not support server-side mail folders. Visit our mail client configuration guides for IMAP setup instructions.
If you do not see the AutoFiled folder in your mail client, then you will need to "subscribe" to it. In most mail clients you can find the Subscribe feature under the "File" menu. Additional steps apply to Thunderbird if you use that mail client.
If you use Microsoft Outlook in conjunction with UMCal, and messages' dates and times are no longer subscribed, please consult the ADCS Knowledge Base article on refreshing your inbox. You also may need to subscribe to your auto-filed folders.