57­58 58 Manage Your Files Not only is it important to design a filing system for your inbox that reflects the way you work, but it's equally important to keep track of all the default folders that come as part and parcel of your e-mail program. Namely: Drafts, Sent, Spam, and Trash. The Drafts folder is primarily designed to store messages that you have written but not completed. If, after composing an e-mail, you close the message window (rather than the normal procedure of hitting send), you are asked if you would like to save a draft of the file. If you do, it is sent to the Drafts folder. Drafts folders are also useful for storing e-mail templates (such as form letters, product instructions, and directions), or any mes- sage you send repeatedly and requires minimal customization. Af- ter preparing the original message to use as a template, save it to the Drafts folder. The next time you need to send the information, open the saved e-mail, copy the contents, and paste it into a new message window ready for sending. Beware: Drafts folders can get clogged up with incomplete e- mails that were never sent (including those that you were in the middle of when your system crashed), and outdated templates that you no longer use. To stay organized, go through your Drafts file once every three months and delete any messages you no longer need or use. The Sent folder can be used in different ways depending on how you set your e-mail program's preferences. Many people automati- cally save every message they send so that they always have a com- plete record of all outgoing e-mails. Although this is a convenient method, it does take up room on your hard drive, especially if you send a lot of big attachments such as photos, music, or design files. 145