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Reducing the Size of your Mailbox

Reducing the Size of your Mailbox

Reducing the size of your mailbox will improve your e-mail performance and will keep your account from exceeding your e-mail quota. The following instructions are specific to Outlook 2002 (XP) and Outlook 2003 configured as an Exchange account. Users who access their email by any other method, may use the general e-mail management tips at the end of this document.

Outlook 2007 Instructions

  1. Open Outlook

  2. Click the Tools menu and select Mailbox Cleanup.

  3. Outlook XP provides the Mailbox Cleanup tool to simplify the process of reducing the size of your mailbox. To see the size of your mailbox, choose the View Mailbox Size button in the first section of the window.

  4. You will see the size of your account measured in kilobytes. 1000 kilobytes is equal to approximately 1 megabyte. So if you see 45032 KB, then your account is approximately 45MB. You can also see the size of each individual folder to help you determine which folders need the most attention. Click Close to return to the previous window.

  5. The second section of the Mailbox Cleanup tool allows you to search

  6. To delete a message, right-click on the message and select Delete.

  7. To move a message, right-click on the message and select Move to Folder. Choose a folder under Personal Folders to move the message to, then click OK. Folders under Personal Folders are stored on your computer, not on the server.

  8. Close the Advanced Find window when you finish deleting and moving messages. Reopen the Mailbox Cleanup tool (Step 2).

  9. The third section of the Mailbox Cleanup tool allows you to archive older messages. This feature moves older messages from the server to separate folders on your computer. Before running AutoArchive, you should configure the settings.

    If you are satisfied with the settings, then click AutoArchive. Outlook will then scan your folders and move messages according to the AutoArchive settings you have assigned. You can see what folders are being scanned in the bottom-right corner of the Outlook window.

    Once the scan is complete, you can find your archived mail under Archive Folders in the folder list on the left-hand side of the Outlook window. If you do not see this, click the View menu and select Folder List.

  10. The fourth section of the Mailbox Cleanup tool allows you to view and delete alternate versions of items.  Click View Conflicts Size to see the amount of space used by duplicate items.  Click Delete to delete duplicate items

  11. Click Empty to empty the Deleted Items folder, then click Yes.. This must be done to permanently remove the messages you deleted in Step 7. If you do not do this, your mailbox size will not change.

  12. You have successfully completed all 4 sections of the Mailbox Cleanup tool. You can now repeat Step 3 to see the new size of your mailbox. You can also look through the general e-mail management tips below for more advice on maintaining your mailbox

Email Management Tips

Follow these general tips to reduce the size of your mailbox and improve your e-mail performance:

  1. Delete messages that are no longer needed - Go through all of your e-mail folders on the server and delete any messages that you no longer need. Folders on the server are listed under your name in both Outlook Web Access and Exchange configurations.

  2. Move messages to your hard drive - Messages stored on the server are available from any computer with an internet connection. You probably don't need access to all of your messages in this way and can move many messages from the server to your primary computer's hard drive.

    You will need to use an Exchange configuration to do this (not available from Outlook Web Access). Messages can be moved by dragging them from a folder on the server to a folder on your computer. Folders on your computer are listed under Personal Folders in Outlook.

  3. Look for messages with large attachments - Messages with large attachments are the most common reason for exceeding your mail quota. Typically you can delete 500 text messages and have less of an impact on you mailbox size than by deleting one message with a 2 megabyte (MB) attachment. The size of a message is listed to the right of the subject when viewing the contents of a folder. An average message without an attachment is usually under 25 KB.

    You can either move messages with attachments to your hard drive (see Step 2), delete the attachments, or save the attachment to your hard drive. To remove an attachment in Outlook, double click on the message, then right click on the attachment and click Remove.

    To save an attachment to your hard drive in Outlook, double click on the message, then right click on the attachment and click Save As. Hint: When completing Steps 1-3, remember to check the Sent Items folder.

  4. Empty your Deleted Items folder - When a user deletes a message in Outlook Web Access or in Outlook with an Exchange configuration, the message is moved to the Deleted Items folder. You will need to empty this folder to reduce the size of your mailbox. To do this, click the Trashcan Icon in the Outlook Web Access toolbar or in Outlook right-click the Deleted Items Folder and click Empty "Deleted Items" Folder.

 

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