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LIT > Managing your E-mail Mailbox

Help, my mailbox is over the size limit

If you are getting messages from the System Administrator stating that "Your mailbox is over its size limit," you need to delete items from your account to clear up more space.
Following are tips to help you manage your mailbox and keep it below the limits:

• Empty Deleted Items folder
• Check folder size
• Archive old e-mail

Empty Deleted Items Folder
When you delete an item from Microsoft Outlook , Entourage or Webmail, it will remain in the Deleted Items folder for 90 days before it is automatically deleted.   You can permanently delete individual items from the Deleted Items folder before 90 days by selecting them and hitting the Delete key, or you can empty the entire folder.

To empty all Deleted Items in Outlook and Entourage, right-click (Macs control-click) on the Deleted Items folder and select Empty Deleted Items from menu.

To empty all Delete Items in Outlook Web Access,  right click on the Delete Items folder, select Empty Deleted Item from drop down menu then click OK to delete messages.

To check folder size

Microsoft Outlook (PC)

• Right Click on Mailbox – Username
• Select properties from the menu
• Click on Folder Size button, Outlook will calculates total size (including subfolders).

Entourage

In Entourage, hold down the Control key (if you have a two buttons mouse, you can right click), click your Exchange account, and choose the Folder Properties command from the menu that appears.  

From the window that appears, switch to the Storage tab and Entourage will go through determining the size of each mailbox on Exchange. You can sort by name or size of mailbox.
Note: Entourage also lists calendar and contacts in the size list.

Archive old e-mail (PC)

If you have e-mail that you would like to keep, but that you do not need to access when you are away from your networked campus computer, you may archive it to remove it from your webmail folders.

If you do not see Archive Folder on your folder list:

1. Open Outlook

2. Under the File menu, select Archive

3. An Archive window should appear there are two radio buttons.  The first is to archive your items from your Auto Archive settings.  These archive settings are set by default when the software is installed on your computer.  The settings can be changed.  The second radio button allows you to override the default setting s and archive what and when you want. 

4. Click on Browse button and enter your archive file name (e.g. user_archive.pst), then click ok.

5. The last step is that you will need to find the user_archive.pst file on your computer hard drive and copy it to another location other than your hard drive.  If your hard drive goes bad, the file will most likely to be lost and so will all of your archived items.  It is suggested that you save your file to your personal network drive (U:)

How to set AutoArchive

1. Within Outlook, go to Tools, Options, Other tab.
2. Click on AutoArchive button.
3. In the middle section, where it says "Move old items to:", hit Browse, and go to your C: drive , then double click on the personal folder you have created, likely to resemble something like outlook_username.pst.
4. Confirm that it is indeed the location you want all old items to be moved to, and other options are to your likings. You can choose to have it run more often (1st option), and what are considered "old items" (clean out items older than...)
5. You can click on Apply these settings to all folders now, unless you know very well what you're using and would like to configure each folder individually (recommended for those who would like to fine tune further)
6. OK all those windows and you're done.
7. You will need to backup your outlook_username.pst file on step 3 to media of you choice.

Check attachment size

From outlook web access, left click on Inbox, select size from arrange by drop down menu.

Outlook (PC)

On View menu, select Arrange by size, click on Size column header to sort by size.  Click again to sort in descending order to see the largest file at the top.

Entourage (Mac)

Locate the folder that you wish to sort by size on the left side of screen.  Click on the folder to select it.  The items in the folder will appear on the right side of the screen.

Click on the size button above the list of message to sort by size.  Click again to sort in descending order to see the largest files at the top.

How to Add Holidays To Your Outlook 2007 Calendar

1. Open Outlook.
2. From the tools menu, click Options.
3. Click Calendar Options.
4. Click on Holiday,
5. Place a check beside the appropriate country/countries.
6. Click OK.
7. Click OK to close the Calendars dialog box.
8. Click Ok to close the Options dialog box.