Lesson 7: Maintenance

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1 Lesson 7: Maintenance This lesson introduces you to processes that will help you with the overall maintenance of Outlook The processes outlined in this section are: Mailbox Cleanup: Helps you focus your clean-up efforts. Deleting and the Deleted Items Folder: Help you decrease your storage on the Exchange Server. Deleting Sent Items: Help you decrease your storage on the Exchange Server. Removing Large Attachments from Messages: Help you decrease your storage on the Exchange Server. Creating a Spam Filter: Help you decrease your storage on the Exchange Server and the clutter of spam messages in your Inbox. Creating Personal Folders: Allows you to create folders, off of the Exchange Server, for organization purposes. Backing up your PST File: Backup your Personal Folders for retrieval in emergency situations. Discussion: Exchange Mail Quota Limits There is a storage limit on the Exchange Server; each person has a maximum of 100MB. This includes Inbox items and their attachments, Contacts, Calendar items, Tasks, as well as the items in the Deleted Items, Sent Items, and Junk Mail folders. Once the limit is exceeded, no new mail is received and messages are bounced back to the sender with an error message. Overall, you have two options to free up space on the server. Delete unneeded messages from the Inbox, Sent Items, Junk Mail and all related sub-folders as well as empty the Delete Items folder. Move messages to Personal Folders. Note: does have an retention policy. Please see the following URL for additional information about this policy. Ver Page 55

2 Mailbox Cleanup Periodically, you should check the size of your Mailbox so you know when you need to do some housekeeping. You can use the Mailbox Cleanup Option to help focus your attention on the areas where you can free up space. 1. From the menu choose Tools, Mailbox Cleanup. 2. To view your folder sizes, click on the View Mailbox Size button. The Folder Size box will show you the size of your Outlook Folders. By looking at this list, you can determine where you need to focus your attention. Ver Page 56

3 3. Click on the Close button to return to the Mailbox Cleanup box. Old and Large Items Empty Deleted Items folder From Mailbox Cleanup, in the second frame, you can search for old items and for large items which is another great tool that can help you focus your attention. From the fourth frame, you can view and delete the Deleted Items folder which is another quick way to reduce the size of your Mailbox. 4. Click on the Close button again to return to Outlook. Ver Page 57

4 Deleting & Deleted Items Folder After you review and/or reply to a message, messages can be deleted. To delete a message from the Inbox, select the message and: From the menu select Edit, Delete Use the Keyboard shortcut of Ctrl + D From the toolbar, click on the Delete button When you delete an item it is sent to the folder called Deleted Items. This does not delete the item from the Exchange Server. If you want to remove this item from the Exchange Server follow the steps below. 1. From the menu select Tools, Empty Deleted Items Folder. OR 2. Right Click over the Deleted Items folder in the Navigation Pane and select the option for Empty Deleted Items Folder. Ver Page 58

5 Deleting Sent Items When you send an message, a copy of the message gets stored in the Sent Items folder. These messages are included in your overall 100MB of space so it is a good idea to go in periodically and delete unwanted sent messages. 1. From the Navigation Pane, click on the Sent Items folder. 2. All the Sent Items are listed and grouped by time frames. 3. To delete messages, click on the message and use the Delete button on the toolbar. OR Drag and drop the message into the Deleted Items folder. 4. Return to the Inbox by clicking on the Inbox folder in the Navigation Pane. Ver Page 59

6 Removing Attachments To reduce the size of an attachment with a large attachment that you want to save (store in a public folder or in your Inbox), you can remove the attachment from the message. 1. From the open message, right click over the attachment and select the option for Remove. 2. When you close the message the following message will display: 3. Click on the Yes button to remove the attachment. Ver Page 60

7 Spam Filter Spam is unsolicited electronic junk mail that is often a waste of people s time to address. At, the system will try to identify spam as it is coming in through the system. These are the steps for creating a Junk Mail folder and setting up a filter to move suspect materials from the Inbox to this folder for later review. 1. Create a folder to store the Junk Mail by selecting from the menu File, New, Folder. 2. In the Name field, enter a title for the folder- such as SpamMail. 3. In the bottom frame, Select where to place the folder, click where you want the folder to be. For example, select Mailbox to place the SpamMail folder on the Exchange Server at the same level or hierarchy as the other listed folders. Click on the OK button. Ver Page 61

8 4. The Inbox returns. From the menu select Tools, Rules and Alerts. Click on the New Rule button. 5. From the top frame, select the option for Check messages when they arrive which is under the Start from a blank rule heading. 6. Click on the Next button. 7. In the top frame, Step 1: Select condition(s), select the option for with specific words in the subject. Ver Page 62

9 8. In the bottom frame, Step 2: Edit the rule definition (click an underlined value), click once on the underlined text, specific words. 9. In the Specify words or phrases to search for in the subject field, enter the following exactly as shown: {SPAM?} 10. Click on the Add button. 11. Add another spam entry exactly as shown: {SPAM!} 12. Click on the Add button. Tip SPAM {SPAM?} Indicates there is a good probability the item is spam. {SPAM!} Indicates there is a very high possibility the item is spam. Ver Page 63

10 13. Click on the OK button. 14. Click on the Next button. 15. Select the option in the top frame, Step 1: Select action(s), move it to the specified folder. Ver Page 64

11 16. In the bottom frame, Step 2: Edit the rule description (click an underlined value), click on the underlined text, specified. 17. Click on the SpamMail folder that you previously created. Click on the OK button. 18. Click on the Next button. This panel is not needed for this rule. Click on the Next button. Ver Page 65

12 19. The final panel is displayed: 20. Enter a name for the rule in the Step 1: Specify a name for this rule field. You can just leave the default name. 21. Click on the Finish button. 22. Click on the OK button. Note: The junk mail filtering rule and its respective folder have been created. To eliminate reaching the maximum server mail capability (100MB), review the contents of this junk mail folder periodically to make certain the messages placed here are indeed junk. Delete those which are not pertinent to you. Move those which are of value to you to another folder. Ver Page 66

13 Creating Personal Folders All messages are handled by the Exchange Server, this arrangement allows access to mail via the Internet from any computer on or off campus. However, you do have the 100MB limit. As an alternative to storing mail on the server you can choose to store items on your local computer s hard drive by placing these in a Personal Folder. It is important to keep in mind the following concepts when working with Personal Folders: Personal Folders are NOT viewable via Outlook 2007 Web Access. If the storage quota on the server approaches the maximum 100MB, items can be moved to Personal Folders to free up space on the server. Personal Folders are available even when the network or mail delivery service is down. Personal Folders should only be stored on your local drive, DO NOT store Personal Folders on a network drive. Personal Folders are NOT backed up unless you do the back up. Creating a Personal Folder 1. From the menu select File, Data File Management. Be sure that you are on the Data Files tab. 2. If you want to learn more about data files, click on the Tell Me More button. Ver Page 67

14 3. Click on the Add button. 4. Select the option for Office Outlook Personal Folders File (.pst). Click on the OK button. 5. In the File name field, enter a name such as your last name. Do not remove the file extension of.pst. Your file name should appear similar to the following: lastname.pst Ver Page 68

15 6. Click on the OK button. 7. In the Name field, enter a name for the Personal Folder file. A good idea is to use one s own name (i.e. Sue Smith) or specify Personal Folders for the folder name. Another option is to name the file, Personal Folder (Sue Smith), placing a name after the indication of the type of folder. 8. Click on the OK button. 9. The Data Files tab displays again. Notice that there is now a listing for the Personal Folders shown as a data store. 10. Click on the Close button. Ver Page 69

16 11. You now have a Personal Folder created. In the Navigation Pane, look for the folder you created (you name or Personal Folder- depending on what you named it in Step 6). Ver Page 70

17 Creating Sub-Folders After you create your Personal Folder, you can create sub-folders that will help you categorize mail messages. Sub-folders enable easy searching for messages, rather than storing all messages in one giant space. 1. In the Navigation Pane, right click over the Personal Folder. 2. Select the option for New Folder. 3. Enter a name for the folder in the Name field. 4. Click on the OK button. 5. Continue to create folders that will allow you to organize and store your messages efficiently. Ver Page 71

18 Moving Messages 1. After you create folders and sub-folders you can simple drag and drop messages from the Inbox into your Personal Folders. 2. You can also right click over a message and select the option for Move to Folder. 3. Select the folder and click on the OK button. Ver Page 72

19 Backing up your PST File The Steps outlined in this section only need to be done one time. After you follow these instructions and download the Add-In, you will then automatically be prompted to back up your PST file every 30 days. 1. From the desktop or the taskbar, open Internet Explorer. 2. In the Address field enter the following: Ver Page 73

20 3. From the left side navigation frame under Product Families, select Office. 4. In the Show downloads for field, use the down arrow to select Microsoft Office Outlook. Click on the Go button. 5. From the displayed list select the option for Outlook 2003/2002 Add-in: Personal Folders Backup. Note: This back-up utility works with Outlook 2007 as a new one has not been added. Ver Page 74

21 6. Scroll down and read through all the information on this page. You may wish to print this page to follow directions from it at a later date. 7. Click on the Continue button. 8. Scroll down and review the page. Further down on the add-on information page will be instructions on how to install the download. Print this page. 9. After you printed the instructions, click on the Download button. Ver Page 75

22 10. Click on the Save button. 11. If the default Save in location is not Desktop, use the Desktop button in the left frame to change the Save in location. 12. Note the name of the file, and click on the Save button. 13. If necessary, click on the Close button in the Download Complete box. 14. Close Internet Explorer. 15. On the desktop, locate the file you just saved (pfbackup.exe). Ver Page 76

23 16. Double click on the file. 17. Click on the Run button. Ver Page 77

24 18. Click on the Next button. 19. Select the option for I accept the License Agreement. Click on the Next button. Ver Page 78

25 20. Click on the Next button. 21. Click on the Finish button. 22. Open Outlook. From the menu select File, Backup. Ver Page 79

26 23. Click on the Option button. 24. In the Reminder area, change the value from the default 7 to 30 days. 25. In the Backup these personal folder files frame select those folders you want to backup. Remember that you can have more than one set of personal folders. 26. In the File location frame, click on the Browse button. This location should be your folder on the H drive. Ver Page 80

27 27. Click on the Open button. Verify that the File location is correct. 28. Click on the OK button. 29. Click on the Save Backup button. 30. Click on the OK button. Ver Page 81

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