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1 416 Agriculture Hall Michigan State University Title: ANR TS How To Efficiently Remove Items In Outlook To Free Up Space Document No Revision Date - 1/3/2013 Revision No. - 2 Purpose After receiving many attachments in your Inbox, you will eventually fill up the available space and need to do some cleaning. This document details the options and methods available to you. Policy N/A Definitions Kilobyte (KB) - The term Kilobyte and symbol KB have historically been used to refer to either 1024 bytes or 1000 bytes, dependent upon context, in the fields of computer science and information technology. Megabyte (MB) The term Megabyte is a unit of computer memory or data storage equal to one millions bytes, therefore a Megabyte is approximately 1024 or 1000 Kilobytes. Gigabyte (GB) The term Gigabyte is a unit of computer memory or data storage equal to one billion bytes, therefore a Gigabyte is approximately 1024 or 1000 Megabytes.

2 CONTENTS DETERMINE MAILBOX SIZE... 3 STRATEGIES FOR REDUCING MAILBOX SIZE... 6 Strategy 1: Empty Deleted Items Folder... 6 Strategy 2: Using Search Folders... 7 Strategy 3 : Use your Online Archive Mailbox Strategy 4: Archive Mail on your Computers C: Drive... 12

3 DETERMINE MAILBOX SIZE Eventually many of you will receive the following message, notifying you that you have nearly exceeded the amount of space available to store your s: Your mailbox is almost full. 1980MB 2048MB Current size Maximum size Please reduce your mailbox size. Delete any items you do not need from your mailbox and empty your Deleted Items folder. The reference to 2048MB in the you received relates to your total mailbox limit. Your mailbox has a 2 GB (Gigabytes) limit, which loosely translates to 2048 MB (Megabytes). This mailbox limit includes: Everything in your main mailbox, including your Inbox Sent Items Anything sitting in Deleted Items Drafts Any subfolders you created Attachments on s

4 First, you should establish your mailbox size. Your mailbox is usually the topmost item in the left pane, directly above your inbox. The format of the mailbox name will be your address, appearing as: Mailbox name, above Inbox Right-click on your mailbox name and choose Data File Properties from the dropdown menu. Right-click on mailbox name

5 Once you choose Data File Properties, the following window will open. Click on the Folder Size button. When the Folder Size window opens, click on the Server Data tab, and look at the line labeled Total Size (including subfolders). The number across from that ( KB in the screenshot to left) is your total mailbox size. Since that number displays in KB (Kilobytes, or thousands), if you ignore the last three digits, the numbers previous to that will give you roughly how many Mb you have in your mailbox. In our example, that would give us roughly 490 MB. Therefore, in this example, the person s mailbox is currently below the limit. If you had received the original warning about being OVER your mailbox limit, you would see a number above KB on this Total size line, indicating 1980 MB, or very close to the 2 GB limit.

6 STRATEGIES FOR REDUCING MAILBOX SIZE Strategy 1: Empty Deleted Items Folder Now let us look at some strategies for reducing your mailbox size. The first thing you can try is emptying your Deleted Items folder. If you have moved s to the Deleted Items folder, but not emptied that folder, the items still count against your mailbox limit. Presuming you are ready to delete everything in this folder, right-click on Deleted Items and choose Empty Folder, as in the image to the right. After clicking Empty Folder a window will popup asking if you are sure you want to delet the items in this folder. Click Yes to delete the items.

7 Strategy 2: Using Search Folders Another strategy is to look for s with large attachments that you no longer need, or have already saved and no longer need in your mailbox. To find those s, look under your mailbox listing until you see the folder called Search Folders. Click the arrow next to Search Folders to open the folder if necessary. You will want to do a search called Large Mail (or, this may appear as Larger than 100 Kb or some other number). If that option is not showing under Search Folders, you need to add it. To add that choice, right-click on Search Folders, and choose New Search Folder... Right-click on Search Folder

8 In the window that opens, scroll down to the Organizing Mail section, and choose Large Mail. You can customize this search by changing the minimum size of each mail at the bottom under the Choose button if you wish. A Mail Size window will open, set size (default is 100 KB). Click OK to close the window. Then click OK to close the New Search Folder window. The Larger Than 100 KB folder (of whatever size you set) will appear under the Search Folder in Outlook.

9 Select the Larger Than 100 KB folder, under Search Folders, and Outlook will search for and list all s, grouping them by relative size. You will see categories such as Enormous, Huge, Large, etc. You can then review the s and decide if there are any you can delete. The search will gather s from various folders in your mailbox, including Inbox, Sent Items, or any subfolders. If you hover your mouse over an , a popup will give you the location of the . This example shows the is in the Sent Items folder. To delete items found in this search, right click on the item, and choose Delete (the last item on the dropdown). NOTE: You will need to empty them from Deleted Items after you move them (this was covered in first part of this document).

10 Strategy 3 : Use your Online Archive Mailbox Another strategy, if you do not yet want to delete itmes, is to use your Online Archive Mailbox. The archive is a separate mailbox reserved for your use, with many of the characteristics of your main mailbox. The archive will appear in the left column listing of your mailbox as Archive - Just as with your main mailbox, you have 2 GB of storage in your archive. You may check the size of your Online Archive Mailbox by accessing Data File Properties, and use Search Folders to find items in your archive, just like you can for you primary mailbox. Your archive folder has its own Deleted Items folder, and you can create subfolders if you wish (such as Saved Sent Items and Test Archive Folder, in the screenshot). If you have space in your Online Archive Mailbox, you may choose to move your older mail there. To move mail to your Archive automatically, select the Inbox of your main mailbox and click on the Folder tab, and then click on Policy.

11 In the Policy tab, under Online Archive click the down arrow and choose a time in days, months or years. You may choose from: 45 Days 90 Days 6 months 1 year 2 years When you create a policy here, for example 45 days, all mail that is over 45 days old, will be moved to your archive automatically, and will continue to archive every 45 days. For a video overview of working with your Archive folder, watch the video: Outlook 2010 Online Archive Guide to Assigning Policies and Creating Folders, at: More resources are available on the ANR TS Online Archive support page at:

12 Strategy 4: Archive Mail on your Computers C: Drive If both your main inbox and Online Archive are near 2 GB in size then you need to make an archive folder on your computers C: drive (hard drive) and move some of your older s in to it. This archive is an Outlook Data File located on your computer s hard drive. To do this, in Outlook, go to the Home tab and click on New Items, then select More Items from the menu, and then from that menu select Outlook Data File. Choose Outlook data file (.pst), the default file name. Click OK to continue.

13 Your new Outlook Data File is created in your My Documents folder on your computer, in a folder titled Outlook Files. The Outlook file will have the default name of My Outlook Data File, unless you change it. You can change the name if you want to as you set it up, under File Name, type the name you would like for the file. Click OK when done. File is saved here Change File Name Here

14 The Outlook Data File is also created and placed in Outlook, under your main inbox, Online Archive, and any other items you may have placed there. In the example to the right, you can see the Test Outlook Data File, created in the steps above. Now you may choose to move mail from either your main mailbox or your Online Archive or both to the Outlook Data File you created in the steps above. To create new folders in the new Outlook Data File: Right click on your Outlook Data File and select New Folder

15 Next type in the name for the new folder Click OK to save the folder The newly created folder will appear under your Outlook Data File. You may create and name as many folders here as you need.

16 Now go back to your mail inbox and select the mail that you want to move to the Outlook Data File, right click on a mail message or whole folder and choose Move from the menu. From that menu, pick Other Folder Right Click on a Message and or Folder You Want to Move Choose Move Here Choose Other Folder Here

17 A Move Items window will open, choose from the folders you created in your Outlook Data File, and the mail message or folder will be moved there. Click OK when finished. Choose Folder Here The item you chose to move to your Outlook Data File folder will appear there. Moved Item in Outlook Data File Just be aware that anything stored in this NEW Outlook Data File may not be set to backup off of your local C: drive (your local hard drive), unless you have set custom backup options for your My Documents folder. If you are concerned about this, please contact us for assistance.

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