MANAGING YOUR MAILBOX SIZE - OUTLOOK 2010 Each staff member within the University is allocated 1GB of storage space within their email accounts. When your mailbox gets to around 800MB you will be sent an automatic warning message by the system. If you ignore this warning, at 1GB you will no longer be able send messages (you will still receive all incoming mail). It is therefore advisable to maintain your email account by carrying out the following actions: 1. Regularly check the size of your email account. 2. Delete messages that you no longer need (including your sent items) and regularly empty your deleted items folder. 3. Use Personal Folders to store messages away from your mailbox. 4. Save attachments to your H drive and remove them from your email. 5. Deal with junk emails using rules. This document explains how you can do all of the above within Outlook 2010 and gives some alternatives for storing messages. 1. CHECK THE SIZE OF YOUR EMAIL ACCOUNT To check the size of your email account in Outlook 2010: 1. From within your Outlook mailbox right click on your mailbox name (your name), which is in the navigation pane on the left: 2. Click Data File Properties: Right click on your mailbox name Click Data File Properties The Properties window will open. Produced By Information Services - IT Page 1 01/03/2012
3. Click Folder Size: Click Folder Size Your total folder size will be calculated and you will be able to view a breakdown of size by folder. You can target the large folders and delete the messages as required. 2. EMPTY YOUR DELETED ITEMS FOLDER It is good practice to delete any items you no longer need including your sent items which can build up very quickly! When you delete items they are moved to your deleted items folder, you then need to empty your deleted items folder to permanently remove them from your mailbox. To empty your deleted items folder: 1. From the Navigation Pane click on Deleted Items to open the Deleted Items folder: Click Deleted Items Produced By Information Services - IT Page 2 01/03/2012
2. Click on the Folder tab and select Empty Folder: Click on the Empty Folder button 3. Click Yes when prompted: Your Deleted Items folder will be emptied. If you need to recover deleted items you can do so by clicking on the Recover Deleted Items button on the Folder tab within the deleted items folder. 3. SET UP AND USE PERSONAL FOLDERS To help prevent your mailbox from reaching its size limit you can store some or all of your messages in Personal Folders (.pst files). Personal Folders are stored on your C drive away from the actual email account, this means that the messages are not contributing to your mailbox size. Although these messages are stored on a location remote from your mailbox they are still as easy to access as if they were stored within your mailbox. Please be aware of the following when creating and using Personal Folders: Personal Folder (.pst) files can become corrupt when over a certain size. Personal Folder files are not supported by Microsoft when stored on a networked drive (e.g. H drive). You will not be able to access your Personal Folders when logging in to Outlook over the web. To create a Personal Folder: 1. Ensure you are in your Inbox. 2. In the Home tab click on the New Items button, highlight More Items and choose Outlook Data File from the menu: Produced By Information Services - IT Page 3 01/03/2012
Click New Items Highlight More Items Choose Outlook Data File The following screen will appear: 3. Accept the default name for the personal folder and click OK. The new personal folder will appear in your Outlook Navigation Pane: Your personal folder will appear in the Navigation Pane ` ` Produced By Information Services - IT Page 4 01/03/2012
To move messages to your Personal Folder: 1. Drag and drop the message into the Personal Folder. To create a subfolder within your Personal Folder: 1. Right click on your Personal Folder. 2. Select New Folder. 3. Name your subfolder. 4. Click OK. 4. SAVE ATTACHMENTS TO YOUR H DRIVE AND DELETE THEM FROM EMAIL Large attachments are often the cause of oversized mailboxes. You can easily save your attachments to a drive such as your H drive and delete the attachment from the original message. To save an attachment to your H drive: 1. Open the relevant message. 2. Right click on the attachment and click Save As: Right click on the attachment Click Save As 3. The Save Attachment window will open. Navigate to the relevant folder on your H drive and click Save: Navigate to the relevant folder Click Save The document will be saved to your H drive and you will be returned to your message. Produced By Information Services - IT Page 5 01/03/2012
To remove an attachment from a message: 1. Right click on the attachment and click Remove Attachment: Right click on the attachment Choose Remove Attachment 2. Close the message and click Yes when prompted to save changes. The attachment will be removed from your message. 5. DEAL WITH JUNK EMAILS USING RULES The University utilises an automated email protection system however you may find that you still receive unwanted messages. You can also prevent your mailbox getting overloaded with unwanted messages by setting up rules on your mailbox to block/delete specific emails as soon as they come in to your mailbox. You can block messages by sender, by words appearing in the subject, by words appearing in the message and so forth. To set up a rule in Outlook 2010: 1. Click on the File tab and select Manage Rules and Alerts: Click File Select Manage Rules & Alerts Produced By Information Services - IT Page 6 01/03/2012
2. The Rules and Alerts screen will appear. Click the New Rule button: Click the New Rule button 3. The Rules Wizard will appear: 4. Follow the on screen instructions to work through the Rules Wizard to set up a rule that suits your requirements. You can either select a template or start from a blank rule. In the example below I m deleting all messages with the word advertisement in the subject but remember the wizard will differ depending on the rule you choose to set up: a. In the Step 1 section click Move messages with specific words in the subject to a folder. b. In Step 2 click on specific words: Produced By Information Services - IT Page 7 01/03/2012
Click Move messages with specific words in the subject to a folder Click specific words c. The Search Text box will appear, enter the first word you would like to block in the first field and click Add: Enter the word you would like to block Click Add The word will be moved to the Search list section, once you have added all the words you would like to block click OK. You will be taken back to the Rules Wizard screen. d. Click specified: Click specified Produced By Information Services - IT Page 8 01/03/2012
The Choose a folder screen will appear. e. Navigate to the folder you would like to move the messages to e.g. Deleted Items folder, and click OK: Navigate to the required folder Click OK The Edit the rule description box will be updated to show your values: f. Click Next: Click Next Produced By Information Services - IT Page 9 01/03/2012
g. If you would like to add any more conditions click on the checkboxes as required, edit the rule description as before and click Next (for this example no further options have been selected). A screen similar to the following will appear: h. If you want to do anything else with the message e.g. forward it on, click the checkboxes as required, edit the rule description as required and click Next once done (for this example no further options have been selected), a screen similar to the following will appear: Produced By Information Services - IT Page 10 01/03/2012
i. Enter a name for the rule or use the suggestion, click on the check box to turn on the rule, ensure the description is correct and click Finish. You will be taken back to the Rules and Alerts screen where your new rule should be listed: You can set up as many rules as required. The above is only one example but the principle is the same for all. As well as blocking messages from coming into your mailbox you can also report junk messages. To report a message as spam: 1. Click once on the message you wish to report 2. Select Junk from the Home tab and click Report Junk: Select Junk from the home tab Click Report Junk 3. Click Yes when asked whether you want to report the message as junk. The message will be removed from your mailbox and will be reported to Microsoft as junk. You will receive a Spam Submission email from abuse@messaging.microsoft.com. Produced By Information Services - IT Page 11 01/03/2012
SUMMARY You should now be able to manage your mailbox size by: 1. Regularly checking the size of your email account. 2. Deleting messages that you no longer need (including your sent items) and regularly emptying your deleted items folder. 3. Using Personal Folders to store messages away from your mailbox. 4. Saving attachments to your H drive and remove them from your email. 5. Dealing with junk emails using rules. A few final points: Please remember Microsoft Outlook is a messaging tool, it was not designed for file storage! If you regularly use email to collaborate with colleagues on documents and files you should consider setting up a SharePoint Teamsite or using the S drive, this will reduce the need for emailing large files. Further information can be found in the Saving Files and Data Storage page which can be found within the On Campus PC Service section of the Information Services IT intranet pages. Further information about your University email account can be found in the Staff Email section of the Information Services IT intranet pages. Produced By Information Services - IT Page 12 01/03/2012