School of Dentistry

Mail Storage Management

UCLASchool of Dentistry

06/01/07

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The Mail Box

Mailbox store includes: Inbox and subfolders Calendar items Deleted items Sent items

Your 300 Mb Mailbox quota is set by the Administrator

Items are stored on the Exchange Server Know how much space they consume

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Mailbox limits Nearing your limit, you‘ll

get a warning message Mail will be delivered, but

not sent

Avert the nagging Store your email in a local

Outlook storage file.* Create local data files,

called personal stores (PSTs).

*NOTE: It is best to store PST files on a server or workstation which is backed up regularly .

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Reduce the Bloat Excessive Mailbox size inhibits performance Know how much space your Mailbox consumes Tools menu > Mailbox Cleanup > View Mailbox Size

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Know Your Message Sizes View Menu > Arrange by > Size

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Tips to ‘Cut the Bulk’

Archive Mailbox Items regularly Save or archive Attachments outside the

mailbox Empty or archive the Deleted Items folder Archive your messages in the Sent Items

folder regularly Copies of messages you send are stored (Sent

Items), unless you archive them.

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Cut the Bulk: Deleted Items When you delete a

message, it goes into the Deleted Items folder.

Deleted Items folder can grow quickly

Empty or Archive the Deleted Items folder regularly.

Right click!

It’s Painless!

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Cut the Bulk: Remove Attachments

Attachments take a lot of space

Save attachments conveniently outside your mailbox

Select the message: File > Save Attachments

Delete message

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Cut the Bulk: Archive Removes items from your

mailbox Automatically stores them

in Archive Folders Archive folders mirror

original folder structure Benefits of Archiving Items:

keeps a historical records saves disk space cuts down on clutter

NOTE: Storing information in an archive file on your own computer, means you'll only be able to read it on that computer. It will not be available via OWA.

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Auto ArchivingTools menu > Options Other tab >AutoArchive

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Two ways to Archive

Auto Archive: By default, Auto

Archive feature is on Let Outlook

automatically archive messages at regular intervals

Archive multiple folders at the same time

Manually Archive: Archive at times that

you specify

*The default location path is:C:\Documents and Settings\<yourWindowsUserID>\Local Settings\Application Data\Microsoft\Outlook\Outlook.pst

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Manually ArchiveTo specify different archiving rates for different

folders:

1.   Right-click the folder (“For Action”).

2.   Click Properties on the shortcut menu.

3.   In the Properties dialog box for the folder, click the AutoArchive tab and specify archive settings.

(In this case, the folder name is "For Action" so the dialog box is called For Action Properties.)

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Manually Archive Sent Items:

Right-click Sent Items folder > Properties > AutoArchive tab

Select: “Archive this folder using these settings”. Then, specify custom settings here.

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Mailbox Organization Create Subfolders in the

Inbox: to sort messages

into intuitive groups By topic By year

to reflect your needs and interests

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Mailbox Organization To create Subfolders in the Inbox:

Right click the Inbox > Select New Folder

In the Create New Folder window, name it and click OK.

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Mailbox Cleanup

On the Tools menu, click Mailbox Cleanup.

Click the AutoArchive button.

Run AutoArchive at any time to archive messages before the next scheduled AutoArchive operation:

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Mailbox CleanupTo archive items older than a specific date:

1. Go to File menu > Archive:2. Select a folder and a date to

archive items

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Help Links to Managing Size

Manage the size of your Mailbox Auto Archive File or Archive Email on your own c

omputer

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Storage Management Re-cap Mailbox Quota is 300 Mb Steps to Reduce Mailbox size:

Empty or Archive the Deleted Items folder Save Attachments outside the Mailbox Archive regularly (especially Sent Items)

Use the Mailbox Cleanup tool (Tools> Mailbox Cleanup)

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Q & A