Admin Mailbox
Inbox cleanup proposal for [email protected]
12,337 messages · 1,447 unread · oldest from Aug 2018 · analysed 2026-03-24
Impact
4-Step Cleanup
| Step | Action | What | Emails |
|---|---|---|---|
| 1 | Archive | All messages older than 90 days — 7 years of accumulated email (Aug 2018 to Dec 2025) | 11,840 |
| 2 | Delete | Junk, spam, and auto-replies — NGOs1, Bark, cottages.com, Vehicle Contracts, bounced NDRs, out-of-office replies | 26 |
| 3 | Archive | Automated notifications — Xero invoices, Nest Pensions, UK2 hosting, scanner emails, HSE bulletins | 28 |
| 4 | Archive | Read messages from the last 90 days already dealt with | 300 |
| Total cleared | 12,194 | ||
Counts based on analysis of 497 messages from the last 90 days.
The inbox also contains 32 subfolders with ~700 filed messages (Board Meetings, Funding, Projects, etc.) — these are already organised and will not be touched.
The Junk Email folder also holds 1,318 items which will be emptied.
Prevention — Mail Rules
These Exchange Online rules will auto-sort future emails so the inbox stays clean.
| Rule | Match | Move to |
|---|---|---|
| Scanner | @virteksolutions.co.uk | Scans |
| Xero | @post.xero.com | Finance |
| Nest Pensions | @nestpensions.org.uk | Finance |
| UK2 Hosting | @uk2.net | IT Services |
| Ignition/MMG | @ignitionapp.com | Finance |
| NGOs1/Govern1 | @ngos1.com, @govern1.com | Junk Email |
| Companies House | @companieshouse.gov.uk | Statutory Administration |
| HSE Bulletins | @public.govdelivery.com | Health & Safety |
| Eventbrite | @eventbrite.com | Events |
| Bark Leads | @bark.com | Junk Email |
| Cottages.com | @cottages.com | Junk Email |
| Vehicle Contracts | @vehiclecontracts.co.uk | Junk Email |
| FSB Newsletters | @email.fsb.org.uk | Newsletters |
| SCDC Weekly | @scdc.org.uk | Newsletters |
| SCCAN | @scottishcommunitiescan.org.uk | Newsletters |
Ready to execute
No emails will be moved or deleted until this plan is approved. Everything archived goes to the existing Archive folder and can be recovered. Review the “Remaining Emails” tab to see exactly what would stay in the inbox after cleanup.
Click any email to see the suggested next step and preview. Older emails appear faded. Badges show the recommended action per email.
Emails between CDT staff, admin, accounts, and treasurer mailboxes
Fiona Blacke forwarding from personal email — often time-sensitive
Board agendas, minutes, governance matters, and peer learning
Outstanding invoices, payment queries, and financial correspondence
Grant applications, CLLD, CARES, and funder correspondence
Perth & Kinross Council, Scottish Government, and public body emails
Development Trusts Association Scotland and community sector networks
Tenant repair requests, site issues, and facility matters
Sector newsletters, weekly digests, and marketing — safe to archive
External contacts, visitors, community enquiries, and miscellaneous
Key observations
- Sync Issues > Conflicts — 666 items, 1.6 GB, 477 unread. Old Outlook sync debris, safe to delete.
- Deleted Items — 699 items, 133 MB. Can be emptied.
- Junk Email — 1,320 items, 128 MB. Should be purged.
- Sent Items — 10,058 items, 2.8 GB. Consider archiving messages older than 1 year.
- Leases has 100 per-unit subfolders — good filing structure already in place.
- Estate Management has 48 subfolders — well organised, covers infrastructure topics.
| Folder | Items ↓ | Unread | Size | Subfolders |
|---|
Item counts include direct children only (not deeply nested subfolders). Generated .