Deleting Email - Permanently - Tech Learning

Deleting Email - Permanently

Listen to the podcast Question: When I delete email, is it really deleted? The IT Guy says: Eventually, but probably not immediately. There are two different kinds of Email systems. A client-based Email program will retrieve your messages from a remote Email server and store them on your computer's
Author:
Publish date:
Social count:
0

Listen to the podcast

Question: When I delete email, is it really deleted?

The IT Guy says:
Eventually, but probably not immediately. There are two different kinds of Email systems. A client-based Email program will retrieve your messages from a remote Email server and store them on your computer's hard drive. When you delete the message from your inbox, it will go into the trash can (or whatever) of your Email program. When you empty that trash, it will move the message to your computer's trash or recycle bin. When you empty that trash, the message will be truly deleted. If you don't go through all those steps, however, your message may be sitting around in one of those trash cans.

A server-based Email system keeps you Email only on a remote computer, and not on your own computer. When you delete the message on the remote server, it usually goes into a folder called "Trash" or "Deleted Messages." Until you empty that folder (there will usually be a button next to the folder), your deleted message will be sitting in that folder.

However, no matter how many places you have deleted your message and how many trash cans you have emptied, it is more than likely there is still a copy floating around on the Email server, on its backup tapes, or some other obscure spot. Never assume that you can completely delete an Email from existence. That's why I always tell people to never write anything in an Email that you don't want to see on the cover of the local newspaper!

Next Tip: Workarounds for Watching Blocked Videos

Featured

Related

Cannot delete some Entourage Email

Question: For some reason, there are some Email messages that I cannot delete in MS Entourage for Macintosh. Any suggestions? The IT Guy says: Any time you have irregular behavior using MS Entourage on a Mac, it is a good idea to rebuild your Entourage mail database. Do this by holding down option when you

Email Tracing

Question: Can your Email address be traced if you post an anonymous post to a Web site message board? Is there any way it can come back to you? The IT Guy says: Usually when you post something to a Website, a record of the computer IP address you were using at the time is left on the server where you made the

Email Tracking

Listen to the podcast Question: How do you find the country of origin of an email? Mehran The IT Guy says: I get some interesting email from some very distant locations. I keep getting copies of an email in Spanish for a shop in Santiago, Chile, which offers organ or accordion lessons via

Archiving Email

My district is recommending that we save all Emails related to work. I don’t want to print and file all these. How do I manage this? Your district is probably responding to the fact that work-related Emails have been subpoenaed in several recent court cases. There is a growing expectation that these

Overwhelmed by Email

Now that all the administrators in my district regularly use email to communicate, I find that the number of messages I receive overwhelms me. I'm afraid I'll miss something important! What can I do? You probably ask your office manager to screen your regular mail for you. Ask him/her to do the same with your

Engaging Email

Tip: Check out Fuzzmail, a more emotionally expressive alternative to email. This is an exciting tool that allows you to sort of animate your email. It captures each character as you enter it. Send the email, and when the recipient opens it the message appears to “type itself” onto the screen. This might

Image placeholder title

eMail Trouble

Managing the online communications structure for a school district is hard. Managing your own personal email inbox? Probably harder. There are ways to deal besides handing it off to an assistant.

Compressing Multiple Files to Email

Listen to this podcast Sending Email attachments is easy, but can cause a lot of trouble for the recipient. Before you send an Email message, contact the recipient and agree on a compression format. Compression programs work like electronic suitcases. A suitcase allows you to carry your clothes relatively neatly on

Educating People about Virus Emails

Question: I receive many Emails with strange attachments from people I don’t know. What are these Emails, where do they come from, and what should I do with them? The IT Guy says: If your school district is not filtering out spam at the server level, or if you are using a non-district Email service that does not