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More and more users now choose to backup Outlook emails to an external hard drive because it is a great way to keep a backup of your emails in case your computer crashes or you accidentally delete emails. These are some of the most common reasons for backing up emails to an external hard drive.

How do I mass delete old emails in Gmail? Log in to your email account. Enter the following search query in the search bar: older_than:1y (feel free to replace 1y with any time period you want). Hit Enter, select all found messages, and click the Trash bin icon.

Save a message as a file on your computer or in the cloud Double-click to open the message you want to save, and on the File menu, click Save As. In the Save as dialog box, in the Folder pane, choose a folder, and then the location in that selected folder where you want to save the file.

Email archiving allows you to keep a record of everything sent and received, ensuring that you always have a copy of your messages and any documents attached. By archiving your important data and documents, they're stored safely in a separate folder?meaning there's less chance you'll delete or lose them.

Save a message as a file on your computer or in the cloud Double-click to open the message you want to save, and on the File menu, click Save As. In the Save as dialog box, in the Folder pane, choose a folder, and then the location in that selected folder where you want to save the file.

Emails are an important part of the corporate record for all organisations. For public sector bodies they are public records and are subject to the Public Records Act, the Data Protection Act and the Freedom of Information Act. Therefore they need to be managed in a way that meets legislative requirements.

If it is important to document for the record the time that a message was opened, then that receipt must be retained along with the message for as long as the message is retained. You also need to have some means of linking the receipt to the message so it is clear what outgoing message the receipt documents.