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The following instructions
describe several ways
to enhance the performance of your
e-mail client and maintain its
storage space on the e-mail server.
It applies to the Microsoft Outlook
2003/Windows XP client configuration.
As receive more and more e-mails,
you will need to manage your mailbox
size. Listed below are current
recommendations to help reduce the
storage space:
- Save e-mail attachments to a file location on
a local or networked drive.
- Delete
items in various folders in your
mailbox, including the Sent Items
folder and the
Deleted Items folder.
- Create a
PST (Personal Folder) file for
long-term storage of your important
e-mail messages.
- Set
Outlook to
automatically archive your mailbox.
Determining Mailbox Size
To determine just how much
storage space your mailbox is taking
up:
-
Right-click on "Outlook Today -
[Mailbox - Your Name]"
-
Select "Properties for Outlook
Today"
-
Under the General tab,
select "Folder Size"
To find your large
e-mail messages, sort by size or
add the Size column to your mailbox
view:
- Select
the View menu, and then Arrange By
>
Current View > Customize ...
- Select
Fields > Size
Save Attachments to Another Location
To save attachments to another
location follow these guidelines:
- In the
message with an attachment,
right-click on the
attachment and choose "Save
As."
- Select
the location where the
attachment should be saved:
local drive or your network
folder.
- After the
attachment is saved, it can be cleared from the
message; select the
attachment and pressing the
"Delete" key.
- Then select
File > Close. Click
"Yes" when prompted "Do you
want to save changes?"
Clean Out Sent Items Folder
Periodically checking and
deleting unwanted messages in your
Sent Items folder will also help the
storage space on the exchange
server. Make sure you re-check the
Deleted Items folder after clearing
out the Sent Items folder.
Emptying Deleted Items
Messages in the Deleted Items
folder are still counted towards your mailbox
size. Prompt purging of unwanted
messages in this folder will help
alleviate the space allocation on
the server.
Deleted items can be undeleted
for up to five days after deletion.
- To empty Deleted Items:
Option A: Select "Tools"
from the menu bar and "Empty
deleted items folder"
- For
Outlook, select Edit > Purge
Deleted Messages.
- For
Eudora, highlight the items
to be purged and select "Delete"
and then "Remove deleted
messages" from the Message
menu.
Option B: Right-click on
Deleted Items and click on Empty
"Deleted Items" Folder.
-
To turn on or off automatic
emptying of the Deleted
Items folder:
- In
the Tools menu, click
Options > Other.
-
Select "Empty the Deleted Items
folder upon exiting."
-
To be notified
before you empty the
Deleted Items
folder, click Tools
> Options > Other >
Advanced Options,
and then select or
clear the "Warn
before permanently
deleting items" check
box.
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