Mailbox Reduction and Archiving Guide Outlook for MAC

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1 Mailbox Reduction and Archiving Guide Outlook for MAC To support the migration of SuccessFactors corporate data to the SAP system, SuccessFactors are aligning their quota policy with that of SAP. The maximum mailbox quota supported at SAP is 1GB. Any additional mail data must be stored in local archive files or in SAP online archive solution. For MAC users data must be moved to the local On My Computer section of their Outlook client. To support the migration of your existing SF mailbox data to SAP systems, it is required that all staff reduce mailbox sizes below the 1GB quota limit. Please note that failure to complete this process, and reduce your mailbox below the limit, will mean some mailbox data will not be migrated to SAP systems during IT integration. Note that local files and setting will be migrated from your SuccessFactors laptop to your SAP laptop during the IT client integration. This means any you archive will be exported to an OLM file and transferred to your SAP laptop at integration time so it is available on your new laptop. This guide will outline how staff can check the current size of the Exchange mailbox and take action to reduce it below the 1GB mailbox limit on a MAC machine. How to Check the current size of your mailbox How to Manually Archive mail in Outlook for MAC Success Factors Inc. ABN Level 2, 67 Castlemaine Street, Milton, Brisbane, QLD 4064, AUSTRALIA > T > F

2 2 How to Check the Current Size of your Mailbox 1. Open Outlook for MAC and then in the left hand navigation panel, Right-click (Or control click) on the top level folder for your SuccessFactors account and select Folder Properties Click the Storage tab. Then review the details listed against the Total Size (with subfolders) heading. This value must be less then 1,000,000K which is equal to the 1GB limit.

3 3 How to Manually Archive in Outlook for Mac First Ensure you can see the On My Computer folder in Outlook In Outlook 2011, click on the Outlook menu at the top of your screen choose Preferences, then General. Make sure the box that says Hide On My Computer folders is unchecked. Then close the general preferences window and Ensure you can see the On My Computer folder in Outlook Next create a folder to hold your archived mail. Right-click (or ctrl-click) the On My Computer heading (probably at the bottom of your folder list) and choose New Folder. 3. Give your folder a name such as Archived Mail. 4. Next Create and Archive rule. Go to Tools > Rules.

4 4 5. With Exchange selected from the On My Computer section, click the + near the bottom of the window to create a new rule. 6. Set the name of the rule to something meaningful like 180 Day Archive. 7. In the section called When a new message arrives: define the criterion as "Date Received" + "is Greater than or equal to" + "180"... days old to apply to messages older than 180 days (for a 6- month archive rule). You can adjust the days older then to whatever you desire. 8. In the section called Do the Following: define the action as "Move message" + "Archived Mail (On My Computer)" Note: If you do not see the folder you wish to archive to, you will need to click on the drop-down arrow next to "Move Message" and select Choose Folder... then search for the archive folder. Under the folder name, the location "On My Computer" should be displayed. 9. Click the checkbox for Enabled. And Click OK. 10. Close the Rules window.

5 5 11. To apply it to all mail in your inbox that is already six months or older, highlight the proper inbox, then select Message > Rules > 180 Day, Auto Archive. The first time this rule is run, it can take several minutes. Note: If you have arranged your inbox folder into sub-folders, you will need to run this rule on each folder you wish to archive. To access your archived mail, click on the folder you designated under the On My Computer section. During the client integration process all local mail data will be exported to an OLM file and transferred to your new SAP machine. Should you have any issues following this process please reach out to the SuccessFactors IT helpdesk for assistance. Web

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