Tips and Techniques to Cleanup Outlook 2007-2010

8/9/2019 Tips and Techniques to Cleanup Outlook 2007-2010

1/10

Outlook 2007/2010 Email Mailbox Cleanup

As per the memo sent to all Manitowoc employees on October 2, 201, emails areto be kept !or one year unless there is a business purpose !or exten"e" retention#Employees are no lon$er able to use email as a permanent %le repository# &'(email archi)es will be phase" out an" are to be "elete"#

*or emails that are re+uire" to be kept !or lon$er than one year, an Exchan$e online

archi)e mailbox is bein$ pro)i"e" to all users# &rior to mo)in$ messa$es to yourExchan$e online archi)e, you shoul" "elete all emails that are not re+uire" to beretaine" lon$er than one year# *or emails that are re+uire" to be retaine" lon$erthan 1 year, please re!er to the MCA Exchan$e 2010 Custom -etention &olicies.1#"ocx an" the MCA Exchan$e 2010 Custom -etention &olicies OA .1#"ocx"ocuments !or instructions on applyin$ Custom -etention &olicies#

'ome tips an" techni+ues !or Email mailbox cleanup are liste" below# (hesetechni+ues can be use" to clean up your Exchan$e mailbox as well as &'( %les#

'ection 1 Outlook 2010 Email mailbox cleanup

'ection 2 Outlook 2010 Clean up Con)ersation

'ection Outlook 2010 calen"ar cleanup

'ection Outlook 2007 Email mailbox cleanup

'ection 3 Outlook 2007 calen"ar cleanup

Section 1 Outlook 2010 Email mailbox cleanup

1# 4elete or remo)e lar$e attachments usin$ 'earch *ol"ersa# 5o to 'earch *ol"ers 6 ar$e Mail in your 8nbox

b# ait !or search to complete, obser)e results an" sort by si9e# :otethat search takes place across all !ol"ers in your email mailbox#


2/10


c# 4elete or remo)e ;sa)e< any attachments !rom emails that containlar$e attachments

Section 2 Outlook 2010 Clean up Conversation

2# =sin$ the Clean up !ol"er or con)ersation !eature new to Outlook 2010,"elete all re"un"ant messa$es ;they are mo)e" to your "elete" items !ol"er

a# Example Con)ersation cleanup

b# -un Clean up con)ersation or !ol"er


3/10


c# -e"un"ant items remo)e"

"# -e"un"ant items mo)e" to 4elete" 8tems !ol"er

Section 3 Outlook 2010 calendar cleanup

# Calen"ar Cleanup -emo)e ol" entries or lar$e %le attachmentsa# 5o to Calen"ar an" choose .iew at the top o! Outlook 2010#


4/10


b# Click on Chan$e .iew 6 ist

c# A"" si9e columni# -i$ht click >ea"in$s bar an" choose *iel" Chooser


5/10


ii# 8n 4rop 4own box that rea"s *re+uently?use" %el"s, chooseAll Mail *iel"s

iii# 'croll "own to 'i9e an" "ra$ the 'i9e %el" to the >ea"in$s@ar to create 'i9e column

i)# 'ort by 'i9e an" scroll throu$h "ierent types o! meetin$s suchas recurrin$ an" non?recurrin$


6/10


)# Open calen"ar items with lar$e attachments an" sa)eattachments i! necessary, otherwise "elete items with lar$eattachments#

Section 4 Outlook 200 Email mailbox cleanup

# 4elete or remo)e lar$e attachments# Outlook 2007 has a !eature calle"Mailbox cleanupB

a# 5o to (ools 6 Mailbox CleanupB

b# 'elect *in" items lar$er than an" enter a )alue


7/10


c# 'ort items returne" by si9e#

Section ! Outlook 200 calendar cleanup

3# 4elete attachments !rom ol" meetin$s an" Calen"ar Entriesa# 5o to Calen"arb# *rom top menu, select .iew 6 Current .iew 6 All Appointments


8/10


c# Calen"ar items shoul" appear in a list

"# 'ort by 'tart or En" 4ate to %n" ol" meetin$s that can be "elete"#e# A"" 'i9e %el" to %n" Calen"ar entries that ha)e lar$e attachments

i# -i$ht click >ea"in$s @ar where 'ubDect, ocation, an" "ate%el"s are locate" an" choose *iel" Chooser


9/10


ii# 8n "rop "own box where it says *re+uently?use" %el"s, chooseAll Mail %el"s

iii# 4ra$ the si9e %el" up to the >ea"in$s bar#

i)# 'ort by 'i9e


10/10


)# Open calen"ar items with lar$e attachments an" sa)eattachments i! necessary, otherwise "elete items with lar$eattachments#

Documents

Tips and Techniques to Cleanup Outlook 2007-2010