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Friday, May 01, 2009

FREE EMAIL ARCHIVE

Would you be interested in a free, easy-to-use, secure email archive that doesn’t eat up valuable memory on your home computer and is very easy to search? Start an email archive account with Gmail.

My Gmail account (I have two, actually) currently offers me 7321 MB of free storage. If you are mainly archiving email text messages that don’t include image, audio, or video components / attachments, that’s a LOT of free memory. The account is easy to set up-- just go to http://www.google.com and click Gmail near the top of the screen. You’ll see a sign-in box to the right, with a Create an Account box below it. Just click Create an Account. They’ll want a bit of information (not at all invasive, I assure you), and you’ll need to supply a user name and password.

For user name, if this is to be an archive for your personal emails, I suggest:

janedoe.archive@gmail.com.

If this is to be an archive for your Middle Earth Public Library work-related emails, I suggest:

janedoe.meplarchive@gmail.com.

Password should be at least eight characters, and a combination of letters and numbers is best. Your password should never be “password” (but some people still choose it, believe it or not).

When you send emails via your primary email home or work account, just include a Bcc to your Gmail archive account. You can also forward emails received via your primary home or work account to your Gmail archive. You can save emails you send to your Gmail archive account with one click of the Archive button, and your archive account is easily searchable via keyword.

What if you somehow use up all the free space in this Gmail archive account? Simply start another one:

janedoe.archive2@gmail.com

janedoe.meplarchive2@gmail.com

Gmail offers a great free spam filter. It also offers a basic HTML option if you’re using a slow dial-up connection. Finally, these archived emails will be housed on a Google server. It will be relatively safe there, but you may wish to avoid archiving any confidential information like your birth date, Social Security number, credit card numbers and expiration dates, bank account and routing numbers, etc. But you already knew that email is not a secure transmission platform and you shouldn’t send info like that in emails anyway-- right?

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