Information about these resources

Outlook Conversation Cleanup

Every time you reply to a message, you end up including the text of all the previous messages in the conversation, filling your inbox with duplicate information. The conversation tool can assist with a quick cleanup of duplicate messages. Use this tool to view all messages in a conversation together, and use the cleanup function to delete the duplicate text.

Outlook Email

Outlook Rules

Rules in Outlook allow you to automatically perform an action based on the characteristics of an incoming message. This tool can be used for a wide variety of functions.

Outlook Email

Automatically Delete Messages in Outlook Using AutoArchive

The AutoArchive tool allows you to automatically delete messages based on policies of your choosing. This is a great way to regularly clear out the large portion of emails with no specific retention without having to think about it.

Email Outlook

Outlook Quick Steps

Quick Steps allow you to take a process that requires multiple steps and combine them into one easy action. There are many possible uses for this tool, such as flagging a message and moving it into a folder, or forwarding a message to your entire work team, or creating a calendar item based on the message.

Outlook Email

Sharing Outlook Email Folders

If you use Outlook to view your UW Exchange email, you can share email folders with other UW employees. Creating a shared folder will give the individual(s) you specify access to the emails, contacts, tasks, or notes contained in that folder. You may remove access to a shared folder at any time.

Outlook Email

Applying Retention in Outlook

UW-IT created a list of choices for Outlook that -- with an easy click of your mouse -- can apply an approved retention period to your e-mail.

Outlook Email Retention

Cleaning Up Outlook Calendars

The retention period for calendars is 1 years after the end of the calendar year. This can be a difficult retention to implement unless you are very familiar with how your email client works. Learn how to clean up your Outlook calendar in this resource.

Outlook Calendars

Saving an Outlook Calendar

Because calendars have a specified mandatory retention period, action must be taken to preserve these records (including metadata) when an employee leaves a department or the university. In Outlook, one way to accomplish this is to export a copy of the employee’s calendar to a PST file.

Outlook Calendars

Managing Network Drives (Infographic)

This infographic contains basic facts and management tactics for UW employees using network drives such as Nebula MWS.

Network Drives

Records Retention in SharePoint (Video)

Using metadata and content types, SharePoint Information Management Policy Settings allow you to set a retention period on folders in SharePoint and automate deletion of records that have met their retention requirements.

SharePoint Retention

Should it Stay or Should it Go? (Infographic)

Looking to clean up your office, email, or network drive? Not sure what to keep and what to toss? Use this handy chart to make quick decisions!

Email Network Drives Paper Retention

Frequently Asked Questions

View our FAQ to find answers to your questions about electronic records, retention, scanning, email, student records, and more.

Email Retention Paper