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Email mailbox tips in MS Outlook

Monitor the size of your mailbox

1. You must use an Outlook desktop client to view the size of your mailbox as this option is not available in Outlook Web Access. In Outlook 2010, from the navigation list on the left hand side of your screen, select the top level folder, Mailbox - Last Name, First. On the Folder Tab in the Properties group, click on Folder Properties.

Outlook 2010 Inbox

In Outlook 2007, the only difference is the initial step. In your Inbox, right-click on Mailbox. Proceed to #2 below.

2.  In the Properties window, click on the Folder Size button.

Outlook properties window

3. A Folder Size window displays showing the total size of your mailbox and each folder.

Outlook folder size window

Monitor the size of your messages

1. You can sort your messages by size or use the Search option to create a virtual folder that displays a list of your large messages. You can sort by the information displayed in your header bar by clicking on that field in the header bar. The list from the header bar below is sorted in descending order according to whom and when it was received (notice the downwards arrow in the Received field). To sort by Size, simply click on the Size field in the header bar. Clicking on the field again reverses the sort order.

Outlook file size screen

2. While you can sort your folder by size, you must sort each folder individually to see these results. You can use the virtual folder that searches all subfolders and display messages grouped by size. Click on Search Folders in the Navigation List and select Large Mail.

Outlook search folders screen

3. Your mail will now be displayed in size groups allowing you to focus on the largest messages first.

Outlook mailbox size screen

Email storage

Don't get too attached. Your email account is NOT a central storage area. Please save attachments outside of your email account. If you right click on the attachment, a menu displays allowing you to save the document. Be sure to remove the attachment once you have saved it.

Outlook attachment menu

Archiving your email using Outlook

Outlook can automatically create an Archive data file (a .pst file) for you and replicate your folder structure. Archiving works based on the modified date of an item. The modified date of an item can be viewed by opening the item and then choosing File -> Properties. The item will only be archived when the modified date of the item is older than the date set for archiving. Actions that can cause the modified date to change are: reply, reply to all, forward, editing, saving, importing, move to another folder.

1. To set the AutoArchive in Outlook 2007, select Tools from the Menu bar. Click on Options. In the Options window, click on the Other tab, then AutoArchive.

2. In Outlook 2010, click on the File tab, select the Info section. Click on Cleanup Tools and select Archive from the list.

Outlook mailbox cleanup screen

3. The AutoArchive window looks the same in both Outlook 2007 and Outlook 2010. In this window, you define how often to archive, what date range to use, what folders to archive, and where you want the archive data file to be stored. Once you define the settings, click Apply these settings to all folders now.

Outlook Archive screen

For additional information, please contact your departmental IT administrator or IT Central, located at Social Science 120, or via phone at 243-HELP (x4357).

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