Making backups and keeping records

10. Failing to back up emails. Emails are not just for idle chatting, but can also be used to make legally binding contracts, major financial decisions, and conduct professional meetings. Just as you would keep a hard copy of other important business and personal documents, it is important that you regularly back up your email to preserve a record if your email client crashes and loses data (It happened to Gmail as recently as December 2006).
Thankfully, most email providers make it rather simple to back up your email by allowing you to export emails to a particular folder and then just creating a copy of the folder and storing it onto a writeable CD, DVD, removable disk, or any other type of media. If that simple exporting process sounds too complicated, you can just buy automated backup software that will take care of the whole thing for you. Whether you purchase the software or decide to back up manually, it is important that you make and follow a regular backup schedule, as this is the sort of thing that new email users tend to just put off. The frequency of backups necessary for you will of course depend on your email usage, but under no circumstances should it be done less frequently than every 3 months..

11. Mobile access: Presuming a backup exists. Mobile email access, such as through BlackBerry, has revolutionized the way we think about email; no longer is it tied to a PC, but rather it can be checked on-the-go anywhere. Most new BlackBerry users simply assume that a copy of the emails they check and delete off the BlackBerry will still be available on their home or office computer.
It is important to keep in mind, however, that some email servers and client software download emails to the Blackberry device and then delete them from the server. Thus, for some mobile email access devices, if you delete it from the device, you have deleted it from your Inbox.
Just be aware of the default settings of your email client and make sure that if you want a copy of the email retained, you have adjusted the email client's settings to make it happen. And preferably make sure of this before you decide to delete that important email.

12. Thinking that an erased email is gone forever. We've all sent an embarrassing or unfortunate email and sighed relief when it was finally deleted, thinking the whole episode was behind us. Think again. Just because you delete an email message from your inbox and the sender deletes it from their 'Sent' inbox, does not mean that the email is lost forever. In fact, messages that are deleted often still exist in backup folders on remote servers for years, and can be retrieved by skilled professionals.
So start to think of what you write in an email as a permanent document. Be careful about what you put into writing, because it can come back to haunt you many years after you assumed it was gone forever.