eProductivity Weekly Tip: October 8, 2010   

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Weekly Tip: Understanding Shadow Emails, Part II

Last week we discussed 4 Things to Know about Shadow Emails. Understanding shadow emails is important because they allow you to keep your emails with the related project or action, meaning all your information is in one place and easy to find, which can be a tremendous time-saver.

Building on last week, here are two additional preference options to know about that help you mange your shadow emails. (Be sure to read last week's tip first if you haven't done so yet.)
Two Shadow Email Preference Options
Inside the eProductivity preferences, navigate to the Projects & Actions > Copy Into/Drag Into tab. There you will see the following options...

Additional shadow email preference options

These options allow you to manage when shadow emails are created and when they're deleted. While shadow emails are very powerful, be aware that if you keep the original email in addition to the shadow email, you'll use more space in your mail file (this is only temporary until the parent project or action is deleted or archived). You now have two copies of the same email saved. For most people, this isn't a problem because most original emails can be deleted.

If you need to manage your shadow emails more closely, here are options (screenshot above) that can help:

1. Link Emails on Copy Into/Drag Into:
Unchecking this option will turn off shadow emails entirely. So if you don't want to miss out on the many benefits of shadow emails, leave this on. But if you want to stop creating shadow emails, this is how you do it.

2. Upon Completion of parent project/action:
By default, when you complete a project or action (by marking it "Complete"), any shadow emails are retained until you actually delete the project or action. This is recommended because the emails help to fill out the history of that project or action.

However, you can choose to have shadow emails behave differently as shown in the screenshot above. For instance, you can have shadow emails automatically delete upon marking a project or action complete. So just know that this option is available to you.
Until Next Week...
So now you know two additional ways to manage your shadow emails.

If you have a tip to share or a topic you'd like to see covered, please let us know. We'd love to hear from you!