Managing Your Email Account Space

Capital City Bank's standard email account size provides enough space for storage of plenty of emails and several attachments. It is NOT designed to allow for permanent storage of important emails. When the mailbox size approaches the storage limit, a warning message from the system is sent to the associate indicating that the mailbox needs to be cleaned out. Several factors are considered in the selection of the email limit and is generally not negotiable.

Regular cleaning of an email account is required to stay within the storage limit.

• Best practice: Purge Sent Items, Deleted Items and your Inbox every month.

If the mailbox is not cleaned and the storage limit is reached, the system automatically rejects incoming mail and the user is unable to send or receive new mail. The system automatically reopens the mailbox once the storage size drops below the threshold.

Email Personal Folder

It is recommended that you create an Email Personal Folder on your H: drive to manage your email mailbox. Email Personal Folders on your H: drive store email the way My Documents folder stores documents. You can create new folders to sort and store emails, as necessary.

To request an H: drive, email _helpdesk.

Click here or contact the Help Desk at ext. 397400 for assistance setting up an email personal folder.

Email Attachment Size

Email attachments can cause an email box to fill very quickly. It is recommended that associates NOT send email attachments larger than 1000 kb (or 1 mb).

To check the size of a file before attaching it to an email, do the following:

1. Right click on the file and choose Properties.
   • The size of the file is displayed on the General Tab.
2. To display a Size column, in Windows Explorer, Click View > Details.
   • When an attachment is received (or after attaching a file to an email), the size is listed in parenthesis after the file name.

Best practice: Move emails received with large attachments an Email Personal Folder for storage.

Contact the Help Desk at ext. 397400 for assistance determining the size of an email attachment.

Email Attachment Types

Email attachments are potentially dangerous to a network due to the spread of viruses. Associates must ALWAYS use caution when opening an email attachment.

Capital City Bank email is scanned by different systems before it arrives in you Inbox. If you need access to a blocked attachment, contact the Help Desk at ext. 397400. As a proactive measure for virus protection, the following types of attachments are blocked:

• Zip files (.zip)
• .exe
• .bat
• .com
• .vbs

If you are unsure about an attachment, delete the email and DO NOT open the attachment. If you you believe you need to view the attachment anyway, you can scan the attachment to ensure it does not contain a virus before you open it.

Contact the Help Desk at ext. 397400 with any questions.