IT Services Outlook 2010 Reduce your Mailbox size Quick Guide Check your Mailbox size Empty the Deleted Items and Junk E-Mail folders Delete unnecessary Sent Items Search for your largest messages Search for voicemail messages Save and remove large attachments Archive messages
2 UNIVERSITY OF LEICESTER IT SERVICES Check your Mailbox size The amount of free space in your mailbox is shown in the Status Bar in the bottom left corner of Outlook. This is updated when Outlook is opened. For more details 1. Click the File tab 2. You will see a clearer representation of your mailbox size 3. Choose Cleanup Tools > Mailbox Cleanup 4. Click View Mailbox Size 5. You will see a breakdown of all your folders by size. This is a good way to identify which folders are taking up the most space so you can consider deleting emails from these first. 6. Click View Deleted Items Size to see how much space is being taken up by obsolete emails. You can Empty the Deleted Items from the Mailbox Cleanup dialog box.
UNIVERSITY OF LEICESTER IT SERVICES 3 Empty the Deleted Items and Junk E-Mail folders If you need to free up space immediately Empty the Deleted Items folder Empty Junk E-mail folder Empty a folder Select the folder in the Navigation pane Either: Right click the folder > choose Empty Folder Choose Folder tab > Empty Folder
4 UNIVERSITY OF LEICESTER IT SERVICES Delete any unnecessary Sent Items Review your Sent Items folder and delete any unnecessary emails. To find the largest Sent Items 1. Select the Sent Items folder 2. Choose View tab > click the Size button 3. The items will be arranged by size with the largest at the top 4. Consider deleting anything over 1 MB 5. Consider if items over 500 KB need to be kept When you have finished 6. Choose View tab > click the Date button to arrange your emails by date
UNIVERSITY OF LEICESTER IT SERVICES 5 Search for your largest messages You can use a Search Folder to search across all your mailbox folders and quickly find all your largest emails. At the bottom of your folder list in the Navigation pane there is a folder called Search Folders
6 UNIVERSITY OF LEICESTER IT SERVICES Use the Large Mail Search Folder When you select the Large Mail search folder your mailbox will be searched and mail will be displayed in order of size regardless of where it is stored. You will see a mixture of mail from your Inbox, subfolders and Sent Items. Mail will be categorised as Enormous (bigger than 5 MB) Huge (1 MB - 5 MB) Very Large (500 KB 1 MB) Large (100-500 KB) Look at the emails categorised as Enormous and Huge. Consider whether you can Delete the email Save the attachment to your personal Z: drive then delete the attachment from the email If you have used the Large Mail Search Folder before 1. Click the white arrow next to the Search Folders to expand it 2. Choose Large Mail
UNIVERSITY OF LEICESTER IT SERVICES 7 If you haven t used a Search Folder before 1. Right click on Search Folders 2. Choose New Search Folder 3. Scroll down to the section Organizing Mail 4. Select Large mail 5. Click OK
8 UNIVERSITY OF LEICESTER IT SERVICES Search for voicemail messages Within in the new telephone system there is an option to receive an email with a recording of the voicemail attached. Whilst these may not be particularly large as individual emails, collectively they can take up a large amount of space. If you are using this voicemail feature 1. Click into the Search Box above your messages 2. Type c3voicemail Look at the emails. Consider whether you can: Delete the email Save the attachment to your personal Z: drive then delete the attachment from the email
UNIVERSITY OF LEICESTER IT SERVICES 9 Save and remove large attachments The space taken up by a 1 MB attachment is equivalent to the space taken up by approximately 100 standard email messages. If you save large attachments to your Personal Z: drive then remove them from the email you will free up space in your mailbox. Either view the message in your reading pane or open the message 1. Right click on the attachment > choose Save As 2. Save the attachment to a folder in Z:\My Documents When you are satisfied that the file has been saved you can remove the attachment or delete the email. 3. Right click on the attachment > choose Remove Attachment
10 UNIVERSITY OF LEICESTER IT SERVICES Archive messages You can request an Outlook Online Archive which is stored on the email server and can be accessed through Outlook 2010 and Outlook Web Access. Details on how the archive works and how much storage is available can be found on the IT Help website. Contact the IT Service Desk to request an Outlook Online Archive: call 0116 252 2253 or email ithelp@le.ac.uk
UNIVERSITY OF LEICESTER IT SERVICES 11 Further help with Outlook Web guide For information on how to use Outlook 2010 and links to help resources visit the IT Help website. www.le.ac.uk/ithelp IT Courses Outlook 2010 - Take Time to Learn allows you to take time away from your desk to learn Outlook at your own pace. Book a place through the Leicester Learning Institute website. www.le.ac.uk/itcourses Guided IT Learning Sessions Book onto a one to one training session or book with up to two of your colleagues for help using Outlook 2010. Courses run every two weeks, see the Guided IT Learning Sessions page on the Leicester Learning Institute website for dates and a booking form. www.le.ac.uk/guidedlearning IT Service Desk Call 0116 252 2253 or email ithelp@le.ac.uk to ask a question or report a problem.
University of Leicester Leicester LE1 7RH UK www.le.ac.uk X:\IT Services\Service Portfolio\Service Catalogue\IT TRAINING\User Docs and Training\Office 2010\Outlook 2010 general\reduce your mailbox size\reduce your Mailbox size Quick Guide R04.docx Version 2 updated: 14/04/2015