Many people keep their email inbox below quota by keeping messages in local folders on their computer. Here are some things to consider.
- There is no specific reason to stop using Thunderbird.
You may continue to use Thunderbird exactly as you have been. If it does not work as you would expect, please put in a Help Desk ticket for assistance. - Is this email data that you have stored locally still critical to your position with LPS?
Many of the messages that we have held onto in folders no longer hold any value. Perhaps you could reference the tips on this page and reduce the amount of mail to a level that can be maintained within your Zimbra inbox, eliminating the need for local folders on your computer. - Should you choose to change desktop email tools (i.e. from Thunderbird to Zimbra) your local folders do not automatically come along. Only mail stored in your mailbox(es) on the server will appear in the new tool. If you find yourself in this situation you have a few options:
- EASY: Leave the local folders in the tool (Thunderbird, etc) you were using before and launch that tool only when you need to access an older email message.
- Export the local folders into a file that can be archived to DocuShare for reference as needed.
- Moving your local folders from Thunderbird to Zimbra is a less than perfect solution, but it can be manageable in some circumstances. Please submit a Helpdesk ticket for assistance.
A statement on the importance of regular backups of data stored on your computer, including email
In an organization the size of LPS, we see unfortunate things happen to computers all of the time. Any data kept only on your computer is at risk in the case of loss, theft, accidental damage or mechanical failure of your hard drive. Many of these events are out of your control.
Something that is entirely in your control is the maintenance of an appropriate backup of all critical data, including your email. You can do this by keeping it in your the email box on the Zimbra server, or backing up the contents of your computer. Many email clients will allow you to “archive” your local mail to a format that could be saved in DocuShare, or burned to CDs. Refer to this article for more information, or submit a Help Desk ticket for guidance.