Office 365 (Pre-Move Checklist)

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1 Office 365 (Pre-Move Checklist) To speed up the process of moving accounts and to prevent any problems during the move we are asking users to remove s no longer needed. This guide will show you how to clean-up your mailbox using different clients that you may be using. These include: Outlook Web Access (Students) MS Outlook 2013 (Staff) Thunderbird (Staff) PINE/Alpine (Staff) MAC Mail (Staff) Outlook Web Access NOTE: This guide is for users who do not use the Outlook desktop client (part of MS Office 2013) to access . If your only means of accessing is via the web page (outlook web access) or your mobile device then follow the steps below to clean-up your s. Remove any unwanted items from your inbox Login to the web version of Outlook Web Access using the link https://webmail.uea.ac.uk/. Take this opportune moment to review the s in your inbox and subsequent folders and delete items that you no longer require. Remember to empty the Deleted Items folder after you have finished. To delete an item in your inbox select the concerned and right-click it to produce the menu list below. Select the option Delete. The item you have just deleted will then be moved to the Deleted Items folder. If you wish to select multiple item tick the checkbox to the left-hand side of each you no longer want to keep and then click on the Delete button that appears at the top of the list of s. Empty the Sent Items, Junk & Deleted Items Folders Commonly the sent items folder is not reviewed or emptied. If you know that you do not need any of the s then you can select all of the s and delete them. Alternatively you can select individual s and delete them. 1. Click on the Sent Items folder in the left-hand pane in outlook P a g e 1

2 2. Select the first at the top of the list then press the shift key (and keep this pressed down) then select the last in the list (you can then let go of the shift key). This will highlight all of the s in the folder. Note: if you do not want to delete all s in the sent mail folder then select each item you want to remove while holding down the Shift Key. This will highlight each of the s you select ready for you to delete them. 3. right-click on the highlighted s to bring up a menu of actions. Then click on the Delete option to move these items to the Deleted Items folder. P a g e 2

3 Another area that may contain unwanted s includes the Junk folder. You can empty this folder by following the steps below: 1. right-click on the Junk folder in the left-hand pane. This will bring up a menu where you should select the Empty Folder option. All s will then be moved to the Deleted Items folder. Once you have reviewed the s in you inbox, deleted any items no longer needed in the sent items folder and emptied your Junk ; you should empty the Deleted Items folder. 1. right-click on the Deleted Items folder in the left-hand pane to bring up a menu. Select the option Empty Folder. This will remove all of the s in this folder 2. Click Yes when prompted if you want to permanently delete all of the items in the Deleted Items folder. P a g e 3

4 MS Outlook 2013 It is good practice to ensure your mailbox is kept clean and all unwanted s are deleted. To speed up the account conversion process and prevent any problems during the move we are asking users to remove s no longer needed. These steps include: 1. Remove large s over 25MB in size 2. Remove large items from the Recover Deleted Items Folder 3. Remove any unwanted items from your inbox 4. Remove items from your sent mail, Junk and deleted items folders Remove large s over 25MB 1. Identify them by clicking in the search box above the message list or press CTRL + E. 2. Select advanced find from the Search tab > then Search Tools button > then select Advanced Find 3. In the Advanced Find window click the browse button. 4. In the Select Folder(s) window, check your mailbox at the top level as well as Search subfolders box below. Then, click OK. P a g e 4

5 5. Click on the More Choices tab and at the bottom select Greater Than in the Size (kilobytes) area. Enter 2000 in the first box and then click Find Now. This will find any s over 20,000 KB. 6. All of the messages displayed are over 20,000KB. You can either delete them if they are no longer needed, or move them to a local.pst file. If no items are found then the message There are no items to show in this view will appear. P a g e 5

6 Remove large items from the Recover Deleted Items If you identified any large items using the steps in the section called remove large items over 25 MB you will also need to permanently remove them from the Recover Deleted Items folder. 1. Click on the Folder tab at the top of Outlook and click the Recover Deleted Items button 2. Locate the items you deleted in the list presented. Note the list is sorted by date so the most recent items deleted will appear at the bottom. Click on the item you want to delete (the item will become highlighted) and then click on the Purge Selected Items button which appears as a black X button. 3. Click on the OK button when prompted to confirm you would like the item to be permanently deleted. Remove any unwanted items from your inbox Take this opportune moment to review the s in your inbox and subsequent folders and delete items that you no longer require. Remember to empty the Deleted Items folder after you have finished. P a g e 6

7 To delete an item in your inbox select the concerned and right-click it to produce the menu list below. Select the option Delete. The item you have just deleted will then be moved to the Deleted Items folder. Empty the Sent Items, Junk & Deleted Items Folders Commonly the sent items folder is not reviewed or emptied. If you know that you do not need any of the s then you can select all of the s and delete them. Alternatively you can select individual s and delete them. 1. Click on the Sent Items folder in the left-hand pane in outlook P a g e 7

8 2. Select the first at the top of the list then press the shift key (and keep this pressed down) then select the last in the list (you can then let go of the shift key). This will highlight all of the s in the folder. 3. right-click on the highlighted s to bring up a menu of actions. Then click on the Delete option to move these items to the Deleted Items folder. Another area that may contain unwanted s includes the Junk folder. You can empty this folder by following the steps below: 1. right-click on the Junk folder in the left-hand pane. This will bring up a menu where you should select the Empty Folder option. All s will then be moved to the Deleted Items folder. P a g e 8

9 Once you have reviewed the s in you inbox, deleted any items no longer needed in the sent items folder and emptied your Junk ; you should empty the Deleted Items folder. 1. right-click on the Deleted Items folder in the left-hand pane to bring up a menu. Select the option Empty Folder. This will remove all of the s in this folder 2. Click Yes when prompted if you want to permanently delete all of the items in the Deleted Items folder. P a g e 9

10 Thunderbird It is good practice to ensure your mailbox is kept clean and all unwanted s are deleted. To speed up the account conversion process and prevent any problems during the move we are asking users to remove s no longer needed. These steps include: 1. Remove large s over 25MB in size 2. Remove unwanted items from your inbox 3. Remove items from your sent mail and Junk folders 4. Empty the Trash Remove large s over 25MB 1. Identify them by opening your account settings, then click Search Messages under Advanced Features 2. In the Search Messages window enter or select the following: Search for messages in: yourmailbox Tick Search Subfolders Select Match all of the following Select Size then is greater than and enter P a g e 10

11 3. Then click Search. This will find any s over 20,000KB. 4. All of the messages displayed are over 20,000KB. You can delete them if they are no longer needed, or save them. If no items are found the message No matches found will appear. Remove unwanted items from your inbox 1. Take this opportune moment to review the s in your inbox and subsequent folders and delete items that are longer required. Remember to empty the Trash after you have finished. 2. To delete an item in your inbox select the concerned and right-click it to produce the menu list below. Select the option Delete Message. The item you have just deleted will then be moved to Trash. P a g e 11

12 Remove items from your sent mail and Junk folders Commonly the sent items folder is not reviewed or emptied. If you know that you do not need any of the s then you can select all of the s and delete them. Alternatively you can select individual s and delete them. 1. Click on Sent in the left-hand pane in Thunderbird. 2. Select the first at the top of the list then press the shift key (and keep this pressed down) then select the last in the list or press End on the keyboard. This will highlight all of the s in the folder. Right-Click the items that have been highlighted and then in the menu options that appear select Delete Select Messages P a g e 12

13 3. You should follow the same steps above in order to remove unwanted items from the Junk folder. Empty the Trash Once you have reviewed the s in your inbox (and subsequent folders), deleted items from Sent and emptied the Junk folder; you should empty the Trash. 1. To do this right click the trash icon in the left hand pane and select Empty Trash. 2. Click Yes when asked Are you sure you want to permanently delete all messages and subfolders in the Trash folder? P a g e 13

14 PINE / Alpine This document covers Alpine 2.03 running on rclogin.uea.ac.uk. Users are asked to perform the following steps before they are moved to Office 365. These steps are not compulsory but would speed up the account conversion process and prevent any issues occurring during the move. These steps include. 1. Remove large s over 25MB 2. Remove unwanted items from your inbox and folders Remove large s over 25MB 1. Identify them by opening your Inbox by pressing I. 2. Press O (OTHER CMDS) for other commands then press $ (SortIndex) to enter the sort index menu. P a g e 14

15 3. Press Z (size) To sort by size in megabytes. Then press End this will then take you to the largest item in your inbox. 4. Delete the items you no longer need by highlighting the message and pressing Delete. 5. Once you have marked all messages for deletion you can press X (expunge) then Y (Yes) to delete them from your mailbox. You should take this opportune moment to do the same to your other mail folders. P a g e 15

16 MAC Mail It is good practice to ensure your mailbox is kept clean and all unwanted s are deleted. To speed up the account conversion process and prevent any problems during the move we are asking users to remove s no longer needed. These steps include: 1. Remove large s over 25MB in size 2. Empty your Trash / Deleted items folders 3. Remove any unwanted items from your inbox Remove large s over 25MB 1. In Mail click on the Mail menu (top left of the application) and select Preferences. 2. Click on the Viewing option and select Use classic layout. Once this is done you can close the preferences window. 3. You now need to remove any large items in your mailbox to ensure a smooth migration. To do this click on the Mailbox menu at the top of the screen and select New Smart Mailbox. 4. In the dialogue box that opens give it the name All Mail. 5. Click Any Recipient, then select Date Received from the list that appears. 6. Click is today, then select is before the date from the list that appears. 7. Click on each part of the date, then use the arrows or type to enter today's date. 8. Click to put a check next to Include messages from Sent. 9. Click OK. You'll see a new folder called All Mail listed under Smart Mailboxes. Depending on the total number of messages you have, it may take a while (up to a few minutes) before it is fully populated. 10. Make sure the All Mail folder is selected. 11. From the View menu, select Columns, then make sure there are checks next to Size and Mailbox. 12. Click Size (the column heading in the display of messages) to sort the mailbox by message size. 13. Scroll to the end with the largest messages and either delete the largest or archive off large attachments to your Central File Store. Remove any unwanted items from your inbox Review your inbox for any s you no longer require and right-click and delete them. P a g e 16

17 Empty the Trash / Deleted Items Folders You will then need to empty the Trash/Deleted Items folder after you have completed the above tasks. 1. To do this right click on the Trash/Deleted Items folder and select Erase Deleted Items. 2. You will then be prompted about this action. Please click Erase. P a g e 17

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