Outlook 2013 · Outlook Online Archive which is stored on the email server and can be accessed...

www.le.ac.uk/itservices

Outlook 2013 Reduce your Mailbox size Quick Guide

• Check your Mailbox size • Empty the Deleted Items and

Junk E-Mail folders • Delete unnecessary Sent Items • Search for your largest messages • Search for voicemail messages • Save and remove large attachments • Archive messages

www.le.ac.uk/itservices

2 UNIVERSITY OF LEICESTER · IT SERVICES

Check your Mailbox size The amount of free space in your mailbox can be shown in the Status Bar in the bottom left corner of Outlook. This is updated when Outlook is opened.

If it is not showing, right click on Items and choose Quota Information

To see more detail:

1. Click the File tab 2. You will see a clearer representation of your mailbox size

3. Choose Cleanup Tools > Mailbox Cleanup 4. Click View Mailbox Size…

5. You will see a breakdown of all your folders by size. This is a good way to

identify which folders are taking up the most space so you can consider deleting emails from these first.

6. Click View Deleted Items Size… to see how much space is being taken up by obsolete emails. You can Empty the Deleted Items from the Mailbox Cleanup dialog box.

www.le.ac.uk/itservices 3

Empty the Deleted Items and Junk E-Mail folders If you need to free up space immediately

• Empty the Deleted Items folder • Empty Junk E-mail folder

Empty a folder Select the folder in the Folder List (not the shortcuts at the top)

Either:

• Right click the folder > choose Empty Folder

Or

• On the Folder tab > click the Empty Folder button

4 UNIVERSITY OF LEICESTER · IT SERVICES

Delete any unnecessary Sent Items Review your Sent Items folder and delete any unnecessary emails.

To sort your Sent Items by size

1. Select the Sent Items folder 2. On the View tab > click the Size button

The items will be arranged by size with the largest at the top

3. Consider deleting anything over 1 MB 4. Consider if items over 500 KB need to be kept

When you have finished

5. On the View tab > click the Date button to arrange your emails by date

www.le.ac.uk/itservices 5

Search for your largest messages You can use a Search Folder to search across all your mailbox folders and quickly find all your largest emails.

At the bottom of your folder list there is a folder called Search Folders

If you have used the Large Mail Search Folder before 1. Click the white arrow next to the Search Folders to expand it 2. Choose Large Mail

If you haven’t used a Search Folder before 1. Right click on Search Folders 2. Choose New Search Folder… 3. Scroll down to the section Organizing Mail

6 UNIVERSITY OF LEICESTER · IT SERVICES

4. Scroll down and select Large mail

5. Click OK

Use the Large Mail Search Folder When you select the Large Mail search folder your mailbox will be searched and mail will be displayed in order of size regardless of where it is stored. You will see a mixture of mail from your Inbox, subfolders and Sent Items.

Mail will be categorised as

• Enormous (bigger than 25 MB) • Huge (10 MB - 25 MB) • Very Large (5 MB – 10 MB) • Large (1 MB - 5 MB)

Look at the emails categorised as Enormous, Huge and Very large. Consider whether you can

• Delete the email • Save the attachment to your personal Z: drive then delete the

attachment from the email

www.le.ac.uk/itservices 7

Search for voicemail messages Within in the telephone system there is an option to receive an email with a recording of the voicemail attached. Whilst these may not be particularly large as individual emails, collectively they can take up a large amount of space.

If you are using this voicemail feature

1. Click into the Search Box above your messages 2. Type c3voicemail

Look at the emails. Consider whether you can:

• Delete the email • Save the attachment to your personal Z: drive then delete the

attachment from the email

8 UNIVERSITY OF LEICESTER · IT SERVICES

Save and remove large attachments The space taken up by a 10 MB attachment is equivalent to the space taken up by approximately 1000 standard email messages. If you save large attachments to your Personal Z: drive then remove them from the email you will free up space in your mailbox.

Either view the message in your reading pane or open the message

1. Right click on the attachment > choose Save As

2. Save the attachment to a folder in Z:\My Documents

When you are satisfied that the file has been saved you can remove the attachment or delete the email.

3. Right click on the attachment > choose Remove Attachment

www.le.ac.uk/itservices 9

Archive messages You can request an Outlook Online Archive which is stored on the email server and can be accessed through Outlook 2013 and Outlook Web Access.

Details on how the archive works and how much storage is available can be found on the IT Help website.

Contact the IT Service Desk to request an Outlook Online Archive: call 0116 252 2253 or email ithelp@le.ac.uk

10 UNIVERSITY OF LEICESTER · IT SERVICES

Further help

Web guide Information on how to use Outlook 2013 and links to help resources.

www.le.ac.uk/ithelp

IT Courses

Outlook 2013 Take Time to Learn This course allows you to take time away from your desk to learn at your own pace.

Outlook 2013 Work Together This course will show you how to make the most effective use of your own calendar and how to use it to work collaboratively with your team.

Guided IT Learning Sessions Book onto a one to one training session or book with up to two of your colleagues for help using Outlook.

www.le.ac.uk/guidedlearning

Departmental courses You can ask for a short Outlook course for your department.

Contact its-train@le.ac.uk for details.

IT Service Desk Ring 0116 252 2253 or email ithelp@le.ac.uk to ask a question or report a problem.

@uolits

© University of Leicester All information in this document was correct at the time of going to press. However, changes and developments are part of the life of the University, and alterations may occur to the programmes and services described in this document.

For more information IT Services University of Leicester University Road Leicester, LE1 7RH, UK w: www.le.ac.uk/itservices t: 0116 252 2253 e: ithelp@le.ac.uk

X:\IT Services\Service Portfolio\Service Catalogue\IT TRAINING\User Docs and Training\Office 2013\Outlook 2013 General\Reduce your Mailbox size Quick Guide R05.docx Updated: 18/05/2016