Organise email

It is easy to neglect the organisation and management of email within research. The value of email should be considered in terms of content, the associated attachment, and also as a means describe process, decisions and communication.

As with all recorded information held by the University, emails are covered by Data Protection and Freedom of Information legislation, and so can be requested under these laws. This means they need to be managed effectively.


  • Use folders to organise messages - establish a structured file directory by subject, activity or project.
  • Delete emails you don’t need - remove any trivial or old messages from your inbox and sent items on a regular basis.
  • Download/store important emails elsewhere - email inboxes are not appropriate places for long-term storage, and are detached from your other research data storage. Important email should be downloaded to your research storage.
  • Download/store email attachments elsewhere – attachments should be downloaded to your research storage.
  • Limit the use of attachments for research data exchange - use more secure methods to exchange data where possible.
  • Use Distribution Lists and Groups – avoid risks of misdirection of email by setting up standard lists/groups to include your collaborators.