Work emails

ronald reagan

Good evening all,

I will be leaving my current employment in March and wanted advice on how to backup or keep a copy of emails.

Is there a function in Ms outlook or is it just a case of forwarding emails to my personal email.

Regards
Ron

seannash

ronald reagan wrote: »

Good evening all,

I will be leaving my current employment in March and wanted advice on how to backup or keep a copy of emails.

Is there a function in Ms outlook or is it just a case of forwarding emails to my personal email.

Regards
Ron

Forward to your personal email.
I assume you have a company email address. If so your access to it will be switched off when you leave.

3DataModem

seannash wrote: »

Forward to your personal email.
I assume you have a company email address. If so your access to it will be switched off when you leave.

This might be a breach of your employment contract. I know that if anyone in my co. did this it would be detected and sanctioned.

seannash

3DataModem wrote: »

This might be a breach of your employment contract. I know that if anyone in my co. did this it would be detected and sanctioned.

Oof thats a bit on the extreme end.
Instead of forwarding the emails you could printscreen them and attach to an email you send to yourself.
Unsure if they can detect if you add the email as an attachment but that's also an option if forwarding an email is not allowed.
This is very rare for a company to go these lengths in my opinion

Mrs OBumble

Why do you think you should be allowed to take this company property with you when you go?

bilbot79

I made a single pdf once of about 500 emails in a folder on lotus notes, not sure if you can do it in outlook

Tefral

Go to file and import and export in outlook and export to a .pst file. Save this on your desktop, copy to a usb and then delete the .pst from your desktop

Del2005

ronald reagan wrote: »

Good evening all,

I will be leaving my current employment in March and wanted advice on how to backup or keep a copy of emails.

Is there a function in Ms outlook or is it just a case of forwarding emails to my personal email.

Regards
Ron

Your company should have backups of the mails.

If they are to/from your company email address you can't take them with you and would be a serious GDPR violation for you and your company.

listermint

Tbh this is a pretty outrageous request.

seannash

Del2005 wrote: »

Your company should have backups of the mails.

If they are to/from your company email address you can't take them with you and would be a serious GDPR violation for you and your company.

If someone has their work email synced to their personal phone they will have all the emails even after they have left. It just wont update.
I think people are overreacting in the thread a bit.
GDPR is bandied about now as some sort of catch all.

_Brian

The emails are essentially company property and taking them with you is inappropriate.

Ask yourself, if you went to a senior manager and asked would it be ok to take them, what would their answer be ?

listermint

seannash wrote: »

If someone has their work email synced to their personal phone they will have all the emails even after they have left. It just wont update.
I think people are overreacting in the thread a bit.
GDPR is bandied about now as some sort of catch all.

It's not a catch all but you'd have no right holding on to a database of personally recognisable emails for any period of time .

seannash

_Brian wrote: »

The emails are essentially company property and taking them with you is inappropriate.

Ask yourself, if you went to a senior manager and asked would it be ok to take them, what would their answer be ?

What if they were pertinent to a case of unfair dismissal, is the OP allowed to keep his own record of these emails? If hes not able to forward emails to his personal account his boss could call them all the names under the sun without fear of reprisal

TheW1zard

Hes asking how you do it not if its allowed..

seannash

listermint wrote: »

It's not a catch all but you'd have no right holding on to a database of personally recognisable emails for any period of time .

It needs to be two piece of data that can distinguish an individual. An email address alone does not make a person identifiable.
Also business contacts are not personal identification. GDPR around business is completely different.

OutForTender

Individuals can hold as much personal data on others as they want. GDPR applies to data controllers and processors only.

OutForTender

OutForTender wrote: »

Individuals can hold as much personal data on others as they want. GDPR applies to data controllers and processors only.

It doesn't mean an individual can just take work data.

Why do you want this?
Have you been using work email for personal stuff or do you want to say take contact details with you to a new job?

5uspect

Export the mailbox to mbox format. Put it on a USB drive or upload to Dropbox etc.

3102derek

If you have an issue you could always get your solicitor to send in a freedom of information request, requesting a copy off all emails containing reference to you.

This had happening numberous times where i work in relation to dismissal cases.

skallywag

This is a delicate one.

I understand that some people will use their work email address also for private emails, this was particularly the case some years back before the dawn of web based services like hotmail & gmail, where one could easily setup a private email account. I have had requests in the past from an employee who is leaving to take such private emails with them, which I have allowed, with the priviso that someone is allowed to take a quick look into the data just to make sure that there is nothing business related inside.

There is no way that any work related emails would be allowed to be taken though, that goes without saying, and maliciously taking any such emails could be looked upon as a very serious offence, depending on the nature of the content.

Creamy Goodness

skallywag wrote: »

This is a delicate one.

I understand that some people will use their work email address also for private emails, this was particularly the case some years back before the dawn of web based services like hotmail & gmail, where one could easily setup a private email account. I have had requests in the past from an employee who is leaving to take such private emails with them, which I have allowed, with the priviso that someone is allowed to take a quick look into the data just to make sure that there is nothing business related inside.

There is no way that any work related emails would be allowed to be taken though, that goes without saying, and maliciously taking any such emails could be looked upon as a very serious offence, depending on the nature of the content.

hotmail is 26 years old and gmail is 16 years old, there's no excuse! Really don't understand why anyone would use a work issued service for personal affects. Having someone having to sift through the emails to make sure nothing business related is in them is such wasted effort.

Creamy Goodness

Creamy Goodness wrote: »

hotmail is 26 years old and gmail is 16 years old, there's no excuse! Really don't understand why anyone would use a work issued service for personal affects. Having someone having to sift through the emails to make sure nothing business related is in them is such wasted effort.

That’s why you should just take them all if you can do so undetected. I took every single email, manual, procedure, etc from my last job. You never know when you might want them.

Creamy Goodness

ReginaldSmythV wrote: »

That’s why you should just take them all if you can do so undetected. I took every single email, manual, procedure, etc from my last job. You never know when you might want them.

maybe this is more prevalent behaviour in sales or high commission based jobs. I'm in IT so I know better

skallywag

Creamy Goodness wrote: »

hotmail is 26 years old and gmail is 16 years old, there's no excuse! Really don't understand why anyone would use a work issued service for personal affects. Having someone having to sift through the emails to make sure nothing business related is in them is such wasted effort.

I agree with you, there is no excuse for it any more, and the examples I have are going back quite some time.

ReginaldSmythV wrote: »

That’s why you should just take them all if you can do so undetected. I took every single email, manual, procedure, etc from my last job. You never know when you might want them.

The possible consequences of doing so very much depend on the nature of the material that you steal. E.g. if someone at my office took information relating to core technology or product strategy for the next years, then we would most definitely follow up on it.

TheBoyConor

The possible consequences of doing so very much depend on the nature of the material that you steal. E.g. if someone at my office took information relating to core technology or product strategy for the next years, then we would most definitely follow up on it.

The secret to that is to gather the info piece by piece over a period of time, before the employer even knows you're leaving, rather than spend the last two days downloading all around you.

skallywag

TheBoyConor wrote: »

The secret to that is to gather the info piece by piece over a period of time, before the employer even knows you're leaving, rather than spend the last two days downloading all around you.

Very true.

Putting material onto a USB drive is the way to go too, rather than using email to forward it. Though very sensitive material may be on machines which have the USB and other data ports locked down.

From a practical view point, an employer is not going to really mind you taking things which are not going to damage them or be a threat. So generic manuals, checklists, etc. are not going to be such a concern. I would be much more wary taking emails though, particularly if there is information in there concerning product roadmaps, launch dates, etc. This could definitely land you in hot water.