Organizing Your

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1 Organizing Your Floyd County Schools Technology Department Table of Contents Organizing Your Folder... 1 Cleaning Out Your Outlook Recovering Deleted Items from Deleted Items... 8 To Include Message Information Saving Messages to H: Drive Saving Attachments from to H: Drive Retrieving Files From H: Drive... 20

2 Organizing Your Folder In order to prevent Outlook/ from crashing or slowing down our district servers, Floyd County Schools District guidelines request that each school district employee have no more than 50 MB (50,000 KB) in their mailbox. Following are instructions to make it easier for each person to manage their mailbox. Cleaning Out Your Outlook There are 2 ways to determine how many total KB you now have. 1 - Right click on your Mailbox. Click on Properties. 1

3 The Outlook Today window will open. Click on Folder Size button located in bottom left of this window. The Folder Size window will open. Here you can see the Total size of your mailbox. Note especially that most of the space will be located in your Inbox and its subfolders, and Sent Items. In the above picture, note that the total is over the requested district limit, so this individual must delete some messages to free up server space. Once you have taken note of your folder size, click on Close, then on Cancel for the Outlook Today window. 2

4 OR 2. While in your Inbox, click on Tools, Mailbox Cleanup The Mailbox Cleanup window will open. Highlight View Mailbox Size button. 3

5 The View Mailbox Size window will open. Here you can see the total size of your mailbox. Note especially that most of the space will be located in your Inbox and its subfolders, and Sent Items. In the above picture, note that the total is over the requested district limit, so this individual must delete some messages to free up server space. Once you have taken note of your folder size, click on Close, then on Close for the Mailbox Cleanup window. 4

6 Now that you ve determined the total KB you have in your Outlook folder, look in your Inbox window. Note the size of your messages. You can sort them by clicking on Size and the messages will sort from largest to smallest or smallest to largest. If your Inbox window does not show the Size or Received information about each message, look at the To Include Message Information section at the end of this document. Note the size of the Small sized message 6KB and the Large sized s 72KB 5

7 Please see the opened s below and note the differences. This is 6KB. This graphics heavy is 72KB. 6

8 In order to organize and clean out your box, you may employ several methods. 1. Save messages to H: drive, then delete . (Text only attachments must be saved separately. Instructions at end of document.) 2. Save attachments on your H: drive, then delete . (Instructions at end of document). 3. If you do not need to save the or its attachment, just delete s, both from your Inbox and its subfolders, and from your Sent Items folder. 7

9 Recovering Deleted Items from Deleted Items With Outlook open, highlight Deleted Items and go to Tools, Recover Deleted Items The Recover Deleted Items from - Deleted Items window will open. 8

10 At this point you will see a number of items in this file. You may Select All or individually highlight selective messages. Once you have done this, you may highlight Recover Selected Items or Purge Selected Items (X). This last selection is permanent, so consider it carefully. Once you have clicked on Recover Selected Items or Purge Selected Items (X), the window will disappear and you will once again be in your Deleted Item folder. 9

11 Allow a few seconds for the server to update this change and you will see the recovered item in your Deleted Items A reminder that messages should not be stored in Deleted Items You have received an with the link to Organizing Your indicating how to save your s and attachments from Mike Murphy, Technology Director. Should you have questions, please contact your Te 10

12 To Include Message Information Right click on view bar (could include, To, From, Size, etc.) Click on Customize Current View The Customize View: Messages window will open. Click on Fields button. 11

13 Show Fields window will open. Note the choices in Available fields. In order to add an information field to your view bar, you may either double click on choices or highlight the choice and click on Add-> button. Notice in this example that Size is already in the Show these fields in this order window. You may change the position on the view bar by clicking on the Move Up or Move Down buttons, or you can simply single click on the item and drag it to the position you prefer. If you have selected an item you don t want, click on Cancel to cancel the entire operation or single click on the item you want to remove from Show these fields in this order window and click on <-Remove. Once you have made the changes you desire, click on the OK button in the Show Fields window and then click on the OK button in the Customize View: Messages window. Look at your view bar again, and you should see Size or any other information category choice you have added. You can also change the location of an information category at this point by clicking on the information name and dragging it. 12

14 Saving Messages to H: Drive Double click on message to open. Then click on File, Save as. The Save Attachment window will indicate your default save location. If it is not your H: drive, click on the green Up One Level icon and look in the Save Attachment window until you get to your H: drive. 13

15 At this point you may choose to change the name of your in the File name box. 14

16 Saving Attachments from to H: Drive Highlight the to open it. Double-click. Note, in this instance that the window is not full screen. Yours may be full screen. 15

17 There are 2 ways to save attachments 1 - You can doubleclick on the document icon or right click on the message and highlight Open to open the document. Once open, save as directed in following directions. (2 nd method follows these directions.) Once open, click on File, Save As to save the document. 16

18 Once the Save As window is open, click on green up One Level icon to get to your H: drive. Continue clicking on Up One Level arrow until you get to My Computer. Once there, find your H: drive and double click to open it. 17

19 Save the document on the H: drive or under one of the folders you may have set up under the H: drive. At this point, you may elect to change your File name. OR 2 You can right click on the document icon and Save As. 18

20 The Save Attachment window will indicate your default save location. If it is not your H: drive, click on the green Up One Level icon and look in the Save Attachment window until you get to your H: drive. Save the document on the H: drive or under one of the folders you may have set up under the H: drive. At this point, you may elect to change your File name. 19

21 Retrieving Files From H: Drive No matter where you are in the school system, when you log in, you have access to your files on the H: drive. To retrieve files from your H: drive, go to your Desktop (it will not look exactly like this one) and open My Computer. 20

22 Double click (open) your H: drive and find your file there or in one of the folders you have saved to your H: drive. 21

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