Managing Your Mailbox Facilities IS Presents:. Is your mailbox getting too big? Managing Your Mailbox An overstuffed mailbox can cause problems. You won’t

MICROSOFT® OFFICE OUTLOOK® 2007 TRAINING

Managing Your Mailbox

Facilities IS Presents:

Is your mailbox getting too big?


An overstuffed mailbox can cause problems. You won’t be able to send or receive e-mail when your mailbox reaches 500 MB.

University guidelines are set in place. Once your mailbox reaches 400 MB, you start to get e-mails notifying you of its large size.

Once you reach 500 MB, you are completely locked down and you cannot send or receive e-mail.


What does it mean for a mailbox to be big?

As you can see in the picture, your mailbox is made up of folders.

The size of the mailbox is determined by the size and quantity of what’s inside the folders.

As you send and receive messages, make appointments, add contacts, or create tasks, these folders fill up. So your mailbox starts to fill up, too.


See your mailbox sizeTo quickly find the size of your mailbox, go to Tools > Mailbox Cleanup > View Mailbox Size

There are two tabs: Local Data and Server Data. The tab we are most concerned about is the Server Data. This is the size limitation that is monitored by the University.

You can view the individual folder’s sizes by scrolling through the subfolders list.


See your mailbox sizeYou’ll notice that size is indicated in kilobytes (KB).

The relationship between kilobytes, megabytes, and gigabytes is straightforward: It takes 1,024 kilobytes to make a megabyte and 1,024 megabytes to make a gigabyte.


Messages can make a mailbox bigSo your mailbox size is determined by the size of its folders.

Well, a folder’s size is determined by the sizes of the messages in it.

Message size varies from organization to organization and from person to person.

The average message is about 30 KB. Like mailbox size limits, message size limits are set to 15 MB. You can’t change this in Outlook.


Find the large messagesIf you want to reduce the overall size of your mailbox or a specific folder in your mailbox, one strategy is to read and respond to messages, and then file or delete them based on their size.

You can use Outlook to monitor individual message size. For example, you can sort from largest to smallest.


Empty the Deleted Items folderAnother way to move e-mail out of your mailbox is to delete it and then empty the Deleted Items folder.

Every time you delete an e-mail message, it goes into the Deleted Items folder, which resides on the server, not your computer.

This folder can grow quickly, so you need to keep cleaning it out.


One-stop cleanup with Mailbox Cleanup

So far, we have described ways to learn the size of your mailbox and the messages inside it, plus some ways to move or delete messages to reduce mailbox size.

Wish you could find all of these things in one place? Look no more.

Where we found the mailbox size - Mailbox Cleanup - you can find items in your mailbox from terms of date or size.


With Archive, it’s about timeNow it’s time to discuss storage methods, starting with Archive, also known as AutoArchive.

In a typical Outlook installation, AutoArchive is on by default.

So once you click Yes in the “Would you like to AutoArchive your old items now?” message, AutoArchive just does its thing.

Note: Not everyone’s Archive will prompt them to run.


With Archive, it’s about timeThe picture provides an overview of what happens.

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To start the process, click Yes.

Messages are moved from your Mailbox…

…to a folder named Archive Folders, which Outlook creates for you.


With Archive, it’s about timeAny subfolders in your Mailbox are automatically mirrored in Archive Folders. Messages are moved to those subfolders according to where you filed them in your Mailbox.

That is, Archive takes your existing organization and mimics it in the Archive Folders folder.

In the picture, the folders Alpine Ski House and Contoso appear in Archive Folders just as they are in the Mailbox.


Step 1: Make sure it’s on; decide how often

AutoArchive is turned on by default.

You’ll know it’s working if you’re periodically prompted with the “Would you like to AutoArchive…” message introduced at the beginning of this course.

If you don’t get those prompts, you can find out whether AutoArchive is turned on by looking in the AutoArchive dialog box.


Step 1: Make sure it’s on; decide how often

The picture shows the details.

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If the Run AutoArchive every check box is selected, AutoArchive is on. (And if you don’t like AutoArchive, you can turn it off from here by clearing the check box.)

The number of days indicates the frequency with which AutoArchive will run.


Step 2: Specify what “old” meansWith AutoArchive, the messages are moved after you see the prompt, if you’ve selected that check box.

However, you do get to control a few things.

AutoArchive has several default settings. And they’re yours to change. This means that you get to specify what “old” means.


Step 2: Specify what “old” meansFor some people, mail may seem old after two weeks; for others, it may be two months.

You choose the settings for when to archive messages in the AutoArchive dialog box, using the options shown in the picture.

Each time AutoArchive runs, anything that meets the “old” criterion will be sent to the Archive Folders folder.


Archive moves messages according to age

As mentioned earlier, Archive automatically moves messages according to age.

That is, messages move to an Archive folder when they achieve “maturity,” as determined by the setting you specify in the AutoArchive dialog box.

Maturity is based on how long a message sits around without your touching it — in other words, a message’s last modified date.


Archive moves messages according to age

Numerous actions can change the modified date (and time) of a message and will therefore affect when that message is archived.

• Forwarding • Replying • Replying to all

• Editing and saving • Moving • Copying


Get fancy with ArchiveArchive can be very flexible.

You don’t have to archive only at the selected time intervals; you can do it any time.

And you don’t have to archive everything.


Specify exceptionsIf you’d like to customize your archiving, Outlook makes it easy to take control.

You can archive different folders at different intervals — or not at all. You can set up archiving rules on a folder-by-folder basis.

You can also exclude entire folders from the process. It’s your choice.


Specify exceptionsYou start by right-clicking the folder, clicking Properties, and specifying your custom settings, as the picture shows.

After you choose these settings, AutoArchive will just happen. That’s what makes it so easy.

Still, do remember to do periodic tune-ups. As you add folders, you’ll want to adjust their AutoArchive settings.


Make it happen when you wantSuppose your Inbox is getting messy or too full, and your regularly scheduled time for AutoArchive is a week away.

What can you do?

You can say, “Archive this now” by clicking Archive on the File menu.

Any messages that have reached their maturity date will be archived on the spot.

Either select an individual folder, or use the radial button to select all folders.


Archive calendar entries or other Outlook items

AutoArchive works with more than e-mail; it works with items from the Calendar and for Tasks as well.

And just as you can customize the Archive settings for e-mail, you can customize the settings for the Calendar folder or Tasks folder.

Note that when it comes to people, the rules for archiving do not apply. In Outlook, you keep track of people with Contacts, and Contacts are not archived.


Archive Individual Items

By going to the Mailbox Cleanup, after searching for items by age or size, you can right click on them and select Move to Folder. You can then specify which folder in your Archive.

This also works from your Inbox. Any item can be manually archived.

You can also Archive Individual Items:

Documents

Managing Your Mailbox Facilities IS Presents:. Is your mailbox getting too big? Managing Your Mailbox An overstuffed mailbox can cause problems. You won’t