Microsoft Outlook 2010 Managing Disk Quotas

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1 CALIFORNIA STATE UNIVERSITY, LOS ANGELES INFORMATION TECHNOLOGY SERVICES Microsoft Outlook 2010 Managing Disk Quotas Spring 2013, Version 1.0 Table of Contents Introduction...2 Working With Outlook Data Files...2 Creating an Outlook Data File (PST File)...2 Adding Items to the Data File folder...4 Using the Archive Feature...5 Using the AutoArchive Feature...7 For additional handouts, visit For video tutorials, visit

2 Introduction Microsoft Outlook 2010 provides users with considerable capabilities to manage and maintain campus accounts. When any account grows close to the two gigabyte limitation, a warning message will be issued. The user will still be able to send and receive , but cleaning up the account should begin at that time. When the 2 GB limit is reached, additional warning messages will be issued; the user will still be able to receive , but will no longer be able to send until the account is reduced below the 2 GB size limitation. This handout provides users with an understanding of how to manage their account when it approaches or reaches the two gigabyte limit. Outlook 2010 has three methods to remove items from an account on the server and store them locally on the user system. The three methods are the creation of Outlook Data Files (.pst files), using the Archive feature, or activating the AutoArchive feature. Items that are no longer stored on the server will not be accessible by the user if the account is accessed from another computer system using either Outlook 2010 or Outlook Web Access (OWA). Regardless of which method is selected, the outcome will be the same reduction of the server account size to less than the two gigabyte limit. Working With Outlook Data Files Outlook Data Files are special files, which serve as folders, created in Outlook and stored on the local system of the user. Each Data File has a file extension of.pst and can be opened only by Outlook. Only Outlook Mailbox items can be stored in a Data File. These include items from the default Outlook Mailbox folders (e.g., Deleted Items, Drafts, Inbox, Junk , Outbox, Quarantine, and Sent Items) and any folders created in the mailbox by the user. NOTE: Other Outlook items (e.g., Calendar items, Tasks, Notes, and Journal items) cannot be transferred to Data Files but can be stored locally using the Archive or AutoArchive features. Outlook Contacts can only be stored locally using the Archive feature. Creating an Outlook Data File (PST File) Data Files are not created like other files in Windows-based applications. Instead, the user performs a special series of steps within the Outlook program. To create a Data File: 1. Launch Outlook 2010 and sign in. 2. Click on the File menu to open the Backstage view. 3. In the Info section of the Backstage view, click the Account Settings button then select Account Settings from the drop down menu (see Figure 1). The Account Settings dialog box will appear. Microsoft Outlook 2010: Managing Disk Quotas 2

3 Figure 1 Account Settings in the Backstage View 4. Next, click the Data Files tab to navigate to your list of Data Files. 5. Click the Add button (see Figure 2). The Create or Open Outlook Data File dialog box will appear. Figure 2 Data Files Tab in the Account Settings Dialog Box 6. Navigate to the desired location and type a name for the Data File (e.g., PersonalFolder). 7. If a password is desired, select the Add Optional Password option. NOTE: Not using a password will leave your Data File unencrypted. 8. Click OK when done. 9. After verifying that the newly created Data File is listed in the Data Files list, click Close to close the Account Settings dialog box. 10. The newly created Data File folder should now show up in the navigation pane on the left side of the Outlook windows (see Figure 3). NOTE: Users may have to scroll down to view their newly created Data File folder. Microsoft Outlook 2010: Managing Disk Quotas 3

4 Figure 3 Newly Created Data File Folder in the Folder List Adding Items to the Data File folder Outlook provides two methods to remove an item from any of the server Mailbox folders and store it locally in the Data File folder. In addition, items can be moved individually or multiple items can be selected and moved in mass. To add an item from the server to the Data File folder: 1. Left-click and drag the desired item from its original location to the PersonalFolder icon in the Navigation Pane (see Figure 4). Figure 4 Dropping s into a Data File Folder NOTE: Multiple s may be moved at a time by holding down the [Ctrl] key to select each . After selection, moving to the Data Files folder follows step 1 above. If multiple items are moved in a single transfer, the user may notice a time delay, especially if the items being transferred have large files attached to them. To move an item from the server to the Data File folder using the Move to Folder option: 1. Select a single item or multiple s as described above. 2. Right-click on the item selected. A contextual menu will appear (see Figure 5). Microsoft Outlook 2010: Managing Disk Quotas 4

5 Figure 5 Right-click Menu for s in the View Pane 3. Point to Move to bring up the list of folders you can move the selected s to (see Figure 6). NOTE: If the item is a mailbox created by the user, the alternate Move Folder option will appear. Figure 6 The Move Submenu Lists All Available Folders to Move To 4. Click on your Data File folder. In this example, our Data File folder is simply called PersonalFolder. Using the Archive Feature An account that has exceeded its server two gigabyte disk quota can also be reduced to a level below the quota by using the Archive feature in Outlook The Archive feature is a manual method of moving the entire contents of a selected folder to an Archive.pst file based on the criteria specified by the user. Calendar items, Tasks, Notes, Journal items, and Contacts can be moved to the local system from the server using this feature. Microsoft Outlook 2010: Managing Disk Quotas 5

6 NOTE: Archived items are no longer stored on the server and will not be accessible by the user if the account is accessed from another computer system using either Outlook 2010 or OWA. To archive a specific folder: 1. Click the File menu to open the Backstage view. 2. In the Info section of the Backstage view, click the Cleanup Tools button then select Archive from the menu (see Figure 7). The Archive dialog box will appear. Figure 7 Archive Option in the Backstage View 3. Click the Archive this folder and all subfolders: option if it isn t already selected. 4. Select the folder you want to back up from the list (see Figure 8). Figure 8 Archive Dialog Box Microsoft Outlook 2010: Managing Disk Quotas 6

7 NOTE: You may need to click the right-pointing arrow button folder. to select any subfolders of a particular 5. Click OK. Outlook will start archiving the within the range you selected. The newly archived messages will be removed from your account and saved locally on your hard drive. 6. Click File again to exit the Backstage view. 7. In the Navigation Pane, a new section named Archives has appeared (see Figure 9). This is where all of your archived s will be viewable. Figure 9 Newly Created Archives Section in the Navigation Pane NOTE: If the Archives folder doesn t contain any , check to make sure that there is to archive between the dates selected. Also, ensure that you are connected to Outlook 2010 using the Microsoft Exchange protocol. If you are unsure what protocol you are using, click on the File menu. Your connection protocol will be listed in the Info section of the Backstage view underneath Account Information. Using the AutoArchive Feature The AutoArchive feature in Outlook 2010 is an automated process that is executed at a time interval specified by the user (e.g. every two weeks) and automatically archives all items that meet the specified date criteria. AutoArchive criteria can be specified for each individual folder in the user account on the server, or all folders can have an identical setting. Contacts cannot be archived using the AutoArchive feature. To specify AutoArchive settings: 1. In the Navigation Pane, right-click the folder you want to edit AutoArchive settings for. 2. Click Properties. The Inbox Properties dialog box will appear (see Figure 10). Microsoft Outlook 2010: Managing Disk Quotas 7

8 Figure 10 Inbox Properties Dialog Box 3. Click the AutoArchive tab. 4. Click to select the Archive items in this folder using the default settings option. 5. Next, click the Default Archive Settings button (see Figure 11). Figure 11 The Default Archive Settings button in the AutoArchive Tab 6. Select, deselect or edit AutoArchive properties to your preferences (see Figure 12 AutoArchive Dialog Box). Microsoft Outlook 2010: Managing Disk Quotas 8

9 Figure 12 AutoArchive Dialog Box NOTE: If you want to use the same settings for all of your folders, click the Apply these settings to all folders now button. 7. Click OK to close the AutoArchive dialog box. 8. Click the Apply button to save all changes. Microsoft Outlook 2010: Managing Disk Quotas 9

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