There are several reasons to clean up digitally: old information cannot fall into the wrong hands, you reduce your carbon footprint, you save costs, devices last longer and you can find your digital stuff faster. In addition to throwing things away, it is also important to know what information you should keep.
Take part in the fastclass and read the tips to see what else you can do.
Fastclass ‘a tidy mailbox’
In 15 minutes, a privacy expert will give you practical tips on how to clean up your mailbox quickly and efficiently. The person who cleans up the most can expect a reward from the Easter Bunny...
Click on the button to participate in the Dutch or English online meeting on 16 March.
Teamslink: Een opgeruimde mailbox; 16 maart – 12:00-12:15 hrs
Teamslink: A tidy mailbox:16 maart – 12:30-12:45 hrs
What else can you do? Tips
You can also reduce your digital footprint by cleaning up your mailbox and
- regularly deleting unused files, downloads and photos. This includes your phone.
- Use the “CC”, “BCC” and “reply all” functions selectively.
This prevents your email and any attachments from being sent around unnecessarily. - Use Teams to collaborate. In Teams, you can chat and collaborate on a document instead of sending emails back and forth. Did you know that Teams also has version control and that it is not necessary to save different versions?
- Store official documents in the designated organisational archive, such as Corsa or Osiris. You can read more about this under Documentary Information Facilities (DIV). Do you have questions about personal data? Please contact the privacy officer at your faculty or organisational unit.
Working group folder, department folder, cleaning up Teams
Would you like to clean up a working group folder, department folder or Teams? Register using the form in Topdesk and a functional administrator will contact you to help you further.
Go to Topdesk (VPN on): Form Digital Cleanup Day
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Instructions for cleaning up your mailbox
Please note: some of these tips only work with Outlook in a web browser, while others only work in the Outlook desktop application.
1. Delete emails in bulk per folder (browser)
You can delete old emails via “Settings” > “Account” > “Storage” by emptying folders such as “Deleted Items”, “Junk Email” and (if relevant) “Drafts”.
2. Delete emails in bulk (browser)
- For example, delete all emails older than three months, six months or one year;
- Sort by size so you can easily find and delete the largest emails;
- Filter emails by sender or subject, for example “name of a colleague”, “noreply”, “coffee break”, etc. Use the CONTROL + A keys to select all emails and then delete them.
3. Only keep the most recent email in a conversation (Outlook classic)
Email conversations often consist of many separate emails. In Outlook, you can choose to delete all messages except the most recent message in your conversations: go to “File” > “Tools” > “Clean up mailbox”. Select “Delete” under “Delete all different versions of items from the mailbox”.
