Outlook 2010 what to do with attachments that are greater than 25 MB in size, before your account is migrated to Microsoft Office 365 1
Contents Purpose... 3 What is Office 365?... 3 Document Support Boundaries... 3 How will I know if I have emails that are greater than 25MB in file size?... 4 How to save / open Attachments and delete messages in MS Outlook 2010... 5 Save a single attachment in MS Outlook 2010... 6 Save multiple attachments in MS Outlook 2010... 7 How to delete an email in MS Outlook 2010... 9 2
Purpose This document is designed to assist and answer the most frequently asked questions by our users to the migration to Microsoft Office 365 (Office 365) with regards to Oultook Web access. What is Office 365? Office 365 is a cloud based software service provided by Microsoft that offers secure, anywhere access to email and calendars, Office Web Apps, instant messaging, video conferencing, and file sharing. For a more detailed explanation please visit www.microsoft.com/en-us/office365/what-is-office365.aspx The ANU Email Project will be implementing the email and calendaring functionality provided by Office 365 with the expectation that functionality such as file sharing and office web apps to be investigated for future implementation. ANU Staff will also be provided with instant messaging functionary through Microsoft Lync. Document Support Boundaries This Document is written to support the following software versions; Outlook 2010 only. 3
How will I know if I have emails that are greater than 25MB in file size? For ANU Staff members, our system administrator will be able to detect if you have emails greater than 25MB in file size, prior to migrating an account to Office 365. You will get a notification to save and delete the file/s prior to migration To determine the file size of emails and attachments: 1. In the Inbox message window, select the Size field to sort messages by size. 2. Scroll to locate items that has 25MB or greater. 3. Repeat this process for all folders inside your mailbox. Note: Please ensure all email with attachments that are 25MB in file size and bigger have been saved and deleted in your account prior to migration to avoid any mail issues. 4
How to save / open Attachments and delete messages in MS Outlook 2010 Attachments are items or files that are included in an email. An email with an attachment is indicated by an icon that looks similar to a paper clip alongside the message in the Message list. See the figure below for a preview. If you want to open an attachment, you can open it directly from the reading pane or from the open message window, by double clicking on the attachment. 5
Save a single attachment in MS Outlook 2010 To save a single attachment from an email to the hard disc of your computer: 1. Select the attachment in the open message window or in the reading pane. 2. Once selected, an Attachment Tools tab gets revealed in the ribbon (see image below). 3. Inside this tab, under the actions category, select Save As 4. Choose a file location to save the attachment and then select Save. 6
You can also save the attachment by right clicking on the attachment and selecting the Save As option from the list. Save multiple attachments in MS Outlook 2010 To save multiple attachments from an email to the hard disc of your computer: 1. Select the attachments from the reading pane or from the open message window. Note: hold the Ctrl button while clicking attachments to select multiple attachments. 2. In the Attachments tools tab under the Actions category, select Save As 3. Choose a file location to save and then select save. To save all attachments from an email: 1. Select any attachment from the reading pane or from an open message window. 7
2.. In the Attachments tools tab under the Actions category, select Save All Attachments. 3. Select OK in the dialogue box that appears on the screen. 8
4. Choose a file location to save and then select OK. How to delete an email in MS Outlook 2010 To delete an email in MS Outlook: 1. Select the message in your mailbox. 2. Select Delete. Alternatively you can press the Delete key on the keyboard. 9
Next, empty the Deleted Items folder to permanently remove the message in your mailbox. To do this: 1. Select the Deleted Items folder in your mailbox. 2. Right-click on the Deleted Items folder. 3. Select Empty Folder. 10