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When it comes to cleaning up your inbox, it's pretty easy to be tempted to just delete the emails that you don't want. Or delete the emails that you've already read. But as educators, you never know when you need to pull up an email from a student or from a parent, or even from a principal. Several times in my career, there's been times a student has said to me, well I put that in an email. And if I don't have a record of that email, then there's no way for me to go back and tell the student, no here's exactly what was said. So it's really important that we find a system that allows us to access all of our emails. When you're in your inbox and you want to delete something, most people are tempted to click on the box next to each email And then come right up to the Trash button.
When you send something to the trash, even though you might be able to still search and access that email, it now has a limited expiration date on it. The administrators at Google Apps for Education have the ability to set how long they want to hold deleted emails for. Typically Gmail will hold a deleted email for 30 days. That means if I were to delete this Google Apps calendar email right now. It's still going to be in the trash, and I can move it out of the trash. I can search for it. I can still find that email for the next 30 days. However, once that 30 day period rolls around and the trash is emptied, I will no longer have access to that email.
Google has another feature called archiving emails that will allow us to avoid this situation of deleting an email permanently. And then needing it later on. To archive an email simply select the emails that you'd like to archive, and instead of sending them to the trash, we're going to hit the Archive Button. It's going to function very much the same. It looks like I've deleted them. They've disappeared from the inbox, they're not in any of the folders on the left. For all intensive purposes, they are gone from my e-mail. However, the difference is that they haven't been deleted, they've been archived. Google is storing a copy of that e-mail on their servers.
So for example, if I ever wanted to search for one of those e-mails, I could simply come up to the search bar. Type in any of the, the sender's name, the recipient's name, or some part of text that was in the e-mail. And I could actually pull up and find those emails that are archived. So as educators, I strongly encourage you to never delete any email. Rely on your archive systems. That way, you always have access to every single email you've sent and received.
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