The nuisance of storing email messages for the long run
Most government regulations, industry standards or corporate policies require that email interactions with customers are recorded and retained for a certain period of time. Furthermore, many companies limit the amount of email employees can store in their mailbox and automatically remove older messages, as part of their email retention policies. This can lead to business critical emails and documents falling into the crack if the older emails were not replicated or backup outside of Outlook on time. If the IT policy disallowed PST usage, it will be quite an overhead on the part of the users to frequently move old expired emails back and forth between different mailboxes.
Automatically replicate or archive email messages outside of Outlook/Exchange
The AssistMyTeam MSG exporter add-in is designed to allow users and system administrators to save and archive old emails as MSG files in inexpensive local disk or network drive, as well as providing support for automatic replication of MSG backup files from both incoming and outgoing email messages.
Storing emails as individual MSG files in the file system brings about the following benefits:
- Use existing file backup and archiving tools on emails with less or no overhead
- Control network access to emails with the traditional file system permissions.
- Search the emails archive using Windows Search.
- View email metadata with Windows Explorer, without requiring Microsoft Outlook installed.
- Easily move the emails archive to varied media such as Flash drive, DVD/CD or Cloud storage.
By replicating expired but business critical emails from your Outlook mailboxes to a local disk or network drive automatically, outside of Outlook, MSG Exporter add-in helps organizations and users avoid manual tasks of dealing with email retention and wasting time, effort and productivity. We tend to place project related documents and discussions in one place, so that when the need arise, it is easier for the team to find and share, without wandering on disparate locations. And this should not be any different with project related emails too. However, your emails are stored and accessible only via Outlook. Not only it creates an overhead to the users on accessing project-related documents between multiple locations, it is time consuming as well as , and rob the team of productivity. By keeping email messages as MSG files in the file system with MSG Exporter add-in, along with the rest of the project related documents, managers can eliminate the need to frequently switch between applications such as Windows Explorer for regular documents and Outlook for email messages. It is also much easier to share it with other members of the team or stakeholders. Any user who has access to that drive can access the email MSG files. If you already have shared folders for projects or clients on the company’s network, that is a natural location to store MSG emails, so that it is easily accessible to everyone.
Having emails as MSG files in your file system makes it possible for users to perform full text searches using the built-in Windows Search. If a MSG file contains attachments, Windows Search also indexes the attachments thereby will include them in the search. Most e-mail accounts include a mailbox or account storage limit. By moving emails in the file system from Outlook, your mailbox size takes lesser space which contributes in making Outlook run much faster with better performance, and removes the requirement for frequent archiving tasks. Archiving MSG files from PST accounts to file system keeps the PST file small, reducing the risk of corruption.
If your Outlook is taking too long to respond or you are unable to perform important operations like opening an email, copying a folder, downloading embedded attachments or emails from Microsoft Outlook, you are probably dealing with an oversized PST file size that has exceeded the maximum permissible limit, which is typically close to 2 GB. If the PST size is kept unchecked over time, it can actually lead to corruption in the PST file and ultimately you will be on the verge of losing important data and critical business communication messages unless you address the issue timely.Storing your email messages in its own MSG file means that chances of corruption is nearly impossible because the size of an email file will be pretty much well below 2 GB. And even if an email MSG file gets corrupted, you lose just that one message instead of bringing down the whole data in a PST.
Storing your regular emails as individual MSG files in local disk or network drive outside of Outlook can offer a whole lot of benefits for the organization:
- Cost-effective email archiving and compliance
- Help organization implement email retention policies
- Organize and store emails with related project documents
- Share emails with colleagues outside of Outlook
- Perform full text search with ‘Windows Search’
- Optimize Exchange mailbox size
- Avoid losing email due to PST corruption
The MSG Exporter add-in is a powerful and cost-effective alternative to installing and maintaining expensive server-based email archiving solutions. To get more info about the tool, you can visit – https://www.assistmyteam.com/msg-exporter-for-outlook/
If you have any questions on this tool, please leave a comment below.