W-Exchange Inbox Tips for Faculty and Staff

Personal email

While use of your wmich.edu email account for personal emails is permitted, it is recommended you use a separate, non-wmu, email account for personal emails. If you elect to use your wmich.edu email account for personal use, WMU asks that you keep these emails separate from University business. Creating a folder named "Personal" is recommended and is a great way to keep your personal and University data separate.

Organizing email

Keeping your inbox organized

Check out Microsoft's tips on Organizing your Inbox. There are many tips for deleting, archiving, moving, sorting and filtering.

It is helpful to create folders to store related emails. Folders can be used to store emails from an important sender, organize emails related to a project or keeping personal emails separate from University business.

Junk mail

Marking email as junk in W-Exchange will train the spam filter. If you get an unsolicited email, mark it as junk instead of simply deleting it. You can also unsubscribe from many of these types of messages. The link to unsubscribe is generally located in the fine print at the bottom of email messages. Messages can also be blocked or allowed based on the sender's email address.

Filtering

You can use rules to filter out unimportant emails, like those from mailing lists or marketing campaigns. Rules can be created to filter based on an email's subject, the from address or many other message attributes. Most marketing and mailing list emails can be filtered by creating a rule to filter messages using the word unsubscribe.

Focused Inbox

Focused Inbox works with you to prioritize what's most important. What lands in Focused Inbox is based on the content of the email (e.g., newsletters, machine-generated email, and so on) and who you interact with most often. If you need to fine-tune your Focused Inbox, Move to Focused and Move to Other options are available to do that.

A note about email clients:

It is recommended to set all rules and junk mail preferences in Outlook on the Web. Preferences or settings changed in desktop or mobile email clients are generally present only on that device.

Purging email

Email systems are not intended for archival storage. Employees are responsible for periodically purging email from their personal email accounts. You can save email attachments directly to OneDrive from Outlook on the Web. Once you have saved attachments to OneDrive, the original email can be deleted. Deleted email will be held in the Deleted items folder for 90 days before moving to the Recover deleted items folder for an additional 30 days.  After that they will be removed from the system and not retrievable. The Recover deleted items folder is viewable by right-clicking the Deleted items folder on the web and windows versions of Outlook. For the Mac it may only be viewed from the web client.

Keeping an organized email account can help make purging unneeded emails as easy task. Finished a project? If you no longer need any information from that project, deleted the folder you used to organize those emails.

Separation from the University

Retirement

Upon retirement, all emails containing University business should be transferred to the employee's supervisor. Once transferred, emails containing University business should be removed from the email account of the retiree.

Voluntary or involuntary employment termination

Once employment at the University has been terminated, whether voluntary or involuntary, employee access to email is revoked. This is a compelling reason to use a non-wmu email account for personal emails.