How to Save Emails when Leaving a Job? – [Comprehensive Guide]

Wondering how to save emails when leaving a job? Discover important steps to handle emails effectively and ensure a seamless transition when moving to new opportunities. Read further to know more.

Official emails carry important information such as project updates, client communications, and important discussions. After leaving your job, it is essential to protect work-related email exchange for numerous reasons such as –

• Preserving contact details for references and networking.
• Seamless transition of work responsibilities.
• Maintaining personal achievements and records.
• Comply with legal and regulatory needs.
• Safeguarding confidential details and intellectual property.

By taking appropriate time to save email messages, avoid losing valuable information and make the transition smoother. By securing these emails, one can access the documentation of contributions as well as achievements. Furthermore, having the data of previous email conversations can be very useful for reference purposes especially when starting a new job or working on similar projects in future.

How to Save Emails when Leaving a Job? – [Comprehensive Guide]

There are so users who need to understand the specific operation steps for the same and the following steps can help to resolve the same –

Step 1. Organize your Inbox Folder

Before saving your emails, it is necessary to organize the inbox folder. You may erase the irrelevant or unnecessary emails to manage the inbox. Go through each email and discover if it carries any important value or need protection.

Step 2. Create Labels & Folders

Creating labels or folders in an email application will help in categorizing and sorting emails efficiently. Group emails include projects, clients, and other related database. This organization approach simplifies locating particular emails in the future.

Step 3. Archive Essential Emails

Archiving is a useful feature offered by many email applications. Instead of erasing essential emails, it is better to archive them. Archiving will extract the emails from the main inbox folder and transfer them into a separate folder while making them accessible when needed.

Step 4. Saving Significant Emails

After archiving all the emails, you may implement the following ways to save important emails –

Option 1. Download Emails to Local Storage

For long-term accessibility and security, exporting emails to local storage is a reliable option. Most email applications provide the option to export necessary emails into desired saving format such as .pst or .mbox. Choose the saving type that goes with the requirements. However, by exporting emails locally, you may search for a necessary email to view the content without internet connection.

Option 2.  Email Forwarding

Another way to save emails besides archiving when leaving a job is to perform email forwarding. This will help you access the previous emails in your new email account. But make sure to use this method with precautions and only forward the non-confidential and relevant information to personal email. Remember to go through the organization’s policies regarding email forwarding to personal profiles.

Option 3. Backup Messages using Mac Email Backup Tool

By opting such services, one can securely transfer and save essential emails locally. This helps connecting with the desired email service provider and allows transferring all the necessary emails into required saving type without any issues. The software has over 30 email service providers and 15+ saving options. It is easy to use yet secure and powerful. Also, a free demo will help users analyzing the complete migration process for free.

Follow the steps to download emails with the help of MacMister Email Backup Software Mac & Windows Tool –

Step 1. Download and run the software on a macOS device.

Step 2. Select the required email server from 30+ webmail servers appearing, provide the credentials and click Login button.

Step 3. The tool starts displaying the list of items on the left pane.

Step 4. Go to the left side of the application, click Select Saving Options, and choose the required saving option from the drop-down menu.

Step 5. Apply sub-options as per your needs and use the necessary filter option to save specific emails if you want, then click Start Backup button.

Step 6. The Email Backup Report will be generated that gives the live migration status of a selected email server.

The software will finish the process with a message “Process Completed”. Click the OK button and go to the selected destination path to view resultant files. You will see that the process is accurately performed. The emails and formatting properties will not get damage by the tool during migration.

Benefits for Saving Emails when Leaving a Job

While saving official emails, it is necessary to prioritize security and privacy to safeguard confidential information. Here are some of the best instructions to follow –

Remove Personal Data

Before forwarding or saving emails, make sure to remove personal or confidential that need not to be shared outside organization. Double-check the emails and attachments to details you need to avoid including personal information or sensitive data that could affect the privacy or breach any policies.

Encrypt Sensitive Emails

In case you are dealing with highly confidential details, consider email encryption. Encryption adds additional layer of security, making it harder for unauthorized individuals to access or read email content. Some email applications include inbuilt encryption features or make use of external encryption tools or services to add protection.

Safeguard Account Credentials

When saving emails, be cautious about where and how you store account login details. Make sure that the credentials are secure and not easily retrievable by anyone. So, use strong passwords and turn-on two-factor authentication for extra layer of protection. Regularly change your password and not to use them again in different accounts.

Epilogue

Saving emails when leaving a job is an important step in preserving record of professional communication and maintaining significant details. By executing the above discussed steps, you may quickly access essential emails when needed even when you leave your job. Remember to give priority to security, apply good email management routine, maintain professionalism for seamless transition and continued success in professional world.