Managing Your box

Transcription

1 Managing Your box Before you try any of the tips below, the easiest way to decrease your mailbox size is to: Delete s in your Sent Folder Empty the deleted items folder (right click on deleted items & choose empty Deleted Items folder) When selecting items to delete, remember that: o holding down SHIFT when you choose items with your mouse allows you to select the first & last item in a large group o holding down CTRL when you choose items with your mouse allows you to randomly select items Also, holding down SHIFT while clicking on delete (one or multiple items) permanently removes it. It does not go to your deleted items folder. It is a delete and empty all in one. How Big is Your Mailbox? 3 Quick Tips for Trimming Down the Size of your Mailbox Finding and Dealing with the Biggest Storing Mail Elsewhere Other Quick Tips and Help Links How Big is Your Mailbox? Here are two ways to find out: With your mailbox open, right click on Mailbox (your name here) Choose Properties for Mailbox (your name here) Click on the Folder Size button towards the bottom

2 The other option for checking mailbox size is to go to Tools>Mailbox Cleanup (The first button shows you the same thing the previous steps revealed) Mailbox limits are in MB but the size is expressed in KB. Disregard the last three numbers and that tells you how many MB you have i.e KB is an 85 MB mailbox. Notice that your Sent folder, Deleted Folder, and Inbox are most likely your largest folders. 3 Quick Tips for Trimming Down the Size of your Mailbox Tip 1: Empty the Deleted Items Folder: Every time you delete an e mail message, it goes into the Deleted Items folder. This folder can grow quickly, so you need to keep cleaning it out. Since you probably intended to get rid of deleted items in the first place, permanently tossing them out is a painless way to cut the bulk. You can specify when and how you want your Deleted Items folder cleaned up: You can tidy up automatically every time you quit Outlook, or do it manually whenever you like. Tidy automatically Use the Empty the Deleted Items folder upon exiting setting to automatically delete messages. (To get to this check box, click Options on the Tools menu and click the Other tab.) Tidy manually If you prefer to have more control over when items are dumped from Deleted Items, you can empty the Deleted Items folder manually with a simple right click, or you can use the Mailbox Cleanup dialog box (Tools>Mailbox Cleanup). To choose individual s to delete manually, use your Shift and Control keys o Holding down Shift while selecting a group of s allows you to click on the first and last item in a list and highlight everything inbetween o Holding down Control while selecting items will allow you to select random items not all together or on a list Shift+Delete while clicking on one or many items permanently removes them when you delete (it is the same as delete and empty in GroupWise). Items that you Shift+Delete will not need to be emptied again at a later time. Our server is set to delete any items in your Deleted Items folder that are over 30 days old. This happens every night Tip 2: Save Attachments Outside the Mailbox Attachments can take up a lot of space. If you don't need to store them in your mailbox, don't. Before you start saving attachments to your hard disk, make sure you have a location in mind that you'll remember later. For example, if the attachment is a photo, you may want to save it in the My Pictures subfolder of My Documents. Also, when you save the attachment, make sure you give it a name that will help you remember its contents and context.

3 Save attachments to a location outside your mailbox (either your H network drive or My Documents) by going to File>Save Attachments. This command is available when you have an e mail message open. Once you've saved the attachment, you can delete the message (if you don't need it anymore), or you can right click the attachment icon and click Remove to keep the message but remove the attachment. An without attachments is very small and easy to store. Tip 3: Archive the Sent Items folder regularly Keeping the messages you send can be a useful way to track who said what to whom. But, you don't necessarily need to keep this kind of record in your mailbox which is where a copy of the messages that you send are stored (Sent Items) unless you archive them. To archive manually, click Archive on the File menu, and scroll to select the Sent Items folder. To specify archive settings for AutoArchive, right click the Sent Items folder, click Properties, and select the AutoArchive tab. (this is discussed in more detail in section IV Storing Elsewhere) Finding and Dealing with the Biggest If your goal is to reduce the overall size of your mailbox or of a specific folder in your mailbox, one strategy is to read, and then respond to, file, or delete messages based on their sizes. An average is 30 KB. To achieve this goal, you can use tools in Outlook to monitor individual message sizes. The easiest way is to look at your list of folders and look for the Search Folders. If collapsed, you can double click on the word Search Folders and then click on Large Mail. This will organize everything in your mailbox according to size. In most cases, your largest has attachments. Follow the directions in Tip 2 Save Attachments outside the mailbox. Then delete and empty the (you can always quickly delete and empty one or more s by holding down Shift when choosing delete). It will ask if you want to permanently remove the file at that time. Say yes. A note about mail formats our default format is HTML (the largest type of format). If you use stationery or pictures in the backgrounds of your s, it increases the size. Storing Mail Elsewhere Personal Folders versus Archive Folders Personal Folders If you want to reduce the size of your mailbox by storing specific messages locally on your own computer, for example, all messages having to do with a specific topic, you could create a Personal Folders file (PST) for them. When you move messages to a PST, you can organize them however you like. That is, a PST lets you create unique local folders, and put things anywhere you choose. In contrast, archived messages always reflect the folder structure of your mailbox (more on that later).

4 You can store data locally in a Personal Folders file. After you create the file, it appears in the Folder List. You have to realize though that s moved to the personal (or archive) folders are stored in the location you set (either your computer hard drive or network drive H drive). They will not be accessible if you access your mail from home or outside the district using Web Access. The easiest way to create a personal folder (if you re ok with the default location on your computer s hard drive) is to: o right click on Large Personal Folders and choose New Folder o Give it a name and decide where in the structure you want the folder to go (the most logical place is in Large Personal Folders) o Click OK and your folder appears in the structure o Any s you manually move to that folder will no longer count against your space limit on the server o Any s moved to that folder will only be accessible in the full client version of Outlook on the same computer you used to create the folder If you want to change the location of your personal folders, click on: o File>New>Outlook Data File o Choose Microsoft Outlook Personal Folders File (.pst) >OK o Navigate to the location where you want to save the files (possibly your network (H) drive) if you have room to spare o Name the file (or accept the default) in File name and click OK o If you locate the folder on a network drive you will be able to access the folder from another computer on the network if you use the full client version and complete the first 4 steps above to locate and open a previously created data file on another computer. Archive Folders You can use archive folders as well to remove s from the server and store them in a location off the server (local computer or network drive). Archiving s is similar to personal folders. Comparison of Archive folders and Personal folders: Personal Folders You choose the folders you want to create. Archive Folders It duplicates the structure of your cabinet and folders. Archiving moves the older s to the archived folders. You have to manually move the s into the Setting up archiving moves the s personal folders. automatically (based on the settings) so you don t have to do it manually.* *Currently automatic archiving does not work correctly in Denton ISD. *Manually archiving is sketchy at best currently. Technology is looking into why it doesn t work correctly. The following information is written to help you when it is working correctly on the server.

5 To setup, change or adjust AutoArchive settings, go to: Tools>Options>Other>AutoArchive You can adjust how often it automatically archives (AutoArchive) i.e. every day or every 30 days. You can choose the location where the s are automatically archived (either the default location on your desktop or choosing a location on your network drive H drive). Other options are available as well. Just read the page referenced above and click OK when done. Other options for archiving include: Right click on any folder in your folder list. Choose the AutoArchive tab. Set specific archiving settings for individual folders so that maybe your Sent folder gets archived every day but other ones are only archived every month. To archive manually, choose File>Archive. Choose the specifics for archiving at that moment and click OK. Helpful links and demo videos Mailbox Size Limits video from Ronnie Yeatts at RCMS Moving to another drive video from Ronnie Yeatts at RCMS Microsoft Managing the Size of your Mailbox demo online