√ Microsoft SharePoint
√ Email Storage
√ Employee Spotlight
√ Outlook Tip
 

Do you often find yourself frustrated about not being able to e-mail large files to your colleagues, customers or partners? Or do you find that after spending significant time reviewing and editing a document that you were working on the wrong version? Have you ever wanted to have easy access to company news and frequently used documents, like human resources materials, but never had a way of simply managing them all in one place?

Challenges like these often hinder the productivity and collaborative abilities of organizations, not to mention the detrimental impact inaccurate or outdated materials can have.

These days, most of us save our documents on a hard drive and e-mail them when we would like to share them. Or, if we're a bit more advanced, we use shared folders to save documents and collaborate with our colleagues. However, if you e-mail a document to be reviewed by numerous people it's extremely difficult to manage the versions. And, if you're using shared folders, knowing who made particular changes and reverting back to previous versions can be difficult. FTP sites are also an option but are typically lacking in user-friendliness.

And for easy sharing of important news and documents, you hear a lot about Intranets. But in reality most smaller businesses can't justify hiring Web developers to build and manage these sites on a consistent basis.

As an answer to these issues, Microsoft developed Windows SharePoint Services.

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Getting a Handle on e-Mail Storage

E-mail has become so ingrained in the way your company does business that you probably can't imagine working without it. However, for all its convenience, e-mail can also be a problem. As the daily barrage of messages passes back and forth, in-boxes get clogged, and before you know it, you're facing a storage problem. Luckily, there are many ways to solve that problem — and not all of them involve spending thousands of dollars on technology. Here are some tips on finding the right solution for you.

Stop Problems Before They Start | To address the issue of e-mail storage, you must first determine how your employees manage their individual e-mail accounts. Are they hanging on to every message they receive because they're afraid to delete anything? If you don't have a formal records-retention policy that spells out how long messages should be kept before being discarded, it's time to create one. If you use a commercial e-mail program, such as Microsoft Exchange, you can set it to automatically delete all e-mail older than a certain time period — for example, 30, 60 or 90 days — to guarantee compliance. (Employees can protect important messages from deletion by moving them out of the main mailbox and into personal, or .pst, folders.)

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