Tips & Tricks for staying out of Jail (Non OWA Users)

Transcription

1 Tips & Tricks for staying out of Jail (Non OWA Users) The following are some Tips & Tricks for recovering used space in your account using Outlook (This document will be updated from time to time with the most recent idea listed first.) Topics Covered 1. Determining the size of your mailbox. 2. Deleting s 3. Save Attachments and delete 4. Determining where your allocation is being used 5. Deleting Old Calendar Events 6. Deleting Sync Issue s Determining the size of your mailbox. (Outlook 2010 does not have a way to give you the total space allocated for your mailbox. To determine this, you can log into your account using Outlook Web Access (OWA).) In OWA, place the cursor over your mailbox name. A box will pop up showing how much space is currently used. In the message At xx MB you won t be able to send mail the xx indicates your total mailbox size. Deleting s Deleting old s that you don t need anymore frees up space in your mailbox. Be sure to delete unneeded s in these folders: Inbox, Sent, Deleted Items, Junk and Sync Issues. Save Attachments and delete Attachments to s can occupy a large part of mailbox space. Save the attachments to your hard drive and then delete the entire .

2 Determining where your allocation is being used (Outlook 2010) Right click on the name of your mailbox on the main navigation site. Select Data File Properties. Select Folder Size. This display will show you where you have larger amounts of data. The Total size is the used portion of your mailbox. Each folder shows the amount currently being used by the contents of the folder.

3 Deleting Old Calendar Events In the Navigation Pane on the left, click the Calendar icon. Select the View tab. In the Current View group, click Change View and choose List. (Your calendar events will now be displayed in a grid format.)

4 Note: By default the Calendar will be sorted by Start date. Non-recurring items will be at the top. These are single event items. If you scroll to the bottom of the list, you may see recurring items listed in your Calendar. You should be cautious of deleting recurring items! Note: If you click the paper clip (attachment) column heading, your entries will sort by attachment. Any entries with an attachment will be larger than regular Calendar entries. For example, if you create a Calendar entry by dragging a message to the Calendar, this creates a larger-than-normal Calendar entry. Note: If you use Outlook Categories a great deal, you can group Calendar entries by Categories and then sort by Start date. You can then decide to keep entries that are critical to you. See steps below for help with this if needed. To delete a range of Calendar entries, click on the first entry to be deleted. Hold down the Shift key and click on the last entry in a given range to be deleted. For example, you could delete all entries from the year Press Delete. Repeat Steps 3 and 4 as needed to delete additional Calendar entries. When finished, you should set the Calendar back to the normal "Day/Week/Month" view. Select the View tab. In the Current View group, click Change View and choose Calendar.

5 Deleting Sync Issue s When the communications between the Exchange Server and your mobile device get interrupted, a Sync Issues is created and stored in your account. These show up in the Sync Issues folder. To see the Sync Issues folder: 1) Click on the Mail option 2) click on the Folder Icon.!1 2 The Sync Issues folder is now visible. Delete the s in each of the sub-folders.

6 Permanently delete messages in Outlook 2010 and Outlook Web Access (OWA) You can permanently delete messages from any folder or your Calendar easily. Step 1: Open the Inbox folder, select to highlight the messages in the Inbox folder that you will delete permanently, and press the Shift + Delete keys at the same time. Step 2: In a pop-up warning dialog box, click the Yes button. Then all selected messages in the Inbox folder are deleted permanently. Note: 1. This method can also be used to permanently delete messages from other folders, such as Sent Items folder, Drafts folder, Outbox folder, etc. 2. Holding the Shift key, you can select multiple adjacent messages with clicking the first message and the last one. 3. Holding the Ctrl key, you can select multiple nonadjacent messages with clicking each one separately.

7 Permanently delete messages in the Delete Items folder If you have deleted many messages before, you can permanently remove these deleted messages from the Delete Items folder quickly. Step 1: In the Navigation pane, right click the Delete Items folder, and click the Empty Folder in the right-clicking menu. Step 2: A warning dialog box comes out. Just click the Yes button to exit this dialog box. Then all deleted messages are permanently removed from the Microsoft Outlook at once. Note: If the Deleted items folder includes subfolders, after clicking Yes button in the warning dialog box, all items in the Deleted items folder will be removed including the subfolders.