Clean Up Unwanted Email First
First things first. You need to get rid of e-mail you no longer need. To do this, you need to go through all of your current e-mail folders and start deleting stuff, and you can start with the Sent folder.
The Sent Folder
Every time you send a message to someone, a copy of it is saved in your Sent folder. You have to empty that folder occasionally if you want to prevent data from piling up. If you don’t move sent messages or delete them, they’ll be there forever. People who have used e-mail for a number of years are often surprised to find that thousands of messages have accumulated there.
Sent items are useful if you have a lousy short-term memory and need to recall if you actually sent an e-mail or didn’t and what you said. Sent items are also useful if you need to prove that you actually responded to an e-mail. Those messages are date and time stamped and can be used as evidence. For that reason, I suggest keeping items in the Sent folder but deleting items as they reach the two-month-old mark. Chances are good that if you haven’t been called on something in that amount of time, you won’t be.
E-mail attachments are items that you add to an e-mail such as a picture, a sound file, a video, or some sort of document, spreadsheet, or presentation. Attachments can sometimes be quite large. How e-mail clients handle attachments varies. Most clients allow you to store the attachment on your hard drive and/or open it directly, without saving, and most denote an attachment with a paperclip icon.
Whether you save the attachment to your hard drive or not, the attachment still remains in your In box. If you delete it, it still remains as a file in your Trash folder. If you forward it, it’ll also be inside your Sent folder. Since some attachments, such as video, may be 2 MB or larger, having several copies of it in different folders can really eat up disk space. You need to be pretty careful with attachments.
To be able to tell easily if an email has an attachment, make sure that the attachment column is displayed in Mail:
1. Open Mail and select the In box.
2. Control+click the bar that contains the From, Subject, and Date Received headings and check Attachments. [See Image 1]
3. Notice the new paperclip icon among the header choices.