Academics


How to Clean out a Full Mailbox

  1. Start Microsoft Outlook
  2. In the Outlook 2007 client, right click on the "Mailbox - [Users Name]" icon on the Mail Folders bar on the left hand side of the screen.
  3. Go to "Properties"
  4. Then click "Folder Size"
  5. It will tell you the size of each folder you have and its size. This will show you which folder is taking up all of your space
  6. Go to the folder that is causing your mailbox to be full
  7. Click on "View", "Arrange By" and then select how you would like to sort the columns
  8. Make sure that "Messages" or "Messages with Auto Preview" is checked. this will show you all of the messages in the folder
  9. Click on View --> Current View --> Customize current View --> Fields...
  10. Select "Size" from the list on the left and click the "Add" button
  11. Click on the "OK" button
  12. Click on the "Size" column heading to sort by size. Start at the top or bottom of the list and look for files that have a size with "Mb" (largest) first, then "Kb" (second largest), then "B" (smallest)
  13. Look for a large message. Each user is allowed a limited Mb of space for email before warning messages are sent. (Hint: Email messages with file attachments like photos, video and audio take up much more space than a simple text-based message)
  14. If you find a large email message you should:
    1. delete the large message
    2. OR create a personal folder on your P or C drive (by going to "File", "Open", "Outlook Data File", "Add") and moving the message there
    3. OR save the message to your P or C drive using "File", "Save" and then delete the message
  15. If you do not find any large e-mail messages then you should do steps 3-7 again on:
    1. the "Sent Items folder"
    2. the "Deleted Items" folder
    3. any other folder(s) which you have created

If your mailbox is still full then you may have Journal Entries in your Outlook Journal.

 Old Calendar Items can also fill upa mailbox. Be sure that you have removed all old calendar items. To see a list of all Calendar Items, do the following:

  1. Start Outlook
  2. Give to your Calendar
  3. Click on View --> Current View --> By Category
  4. This will show you all of the items in your calendar, sorted into their catagories
  5. To go back to the default calendar view click on View --> Current View --> Day/Week/Month.

Journal entries show up in Outlook automatically when using Office 97. This action is the default setting for Outlook, to tracke what and when you worked on the files that are stored in the Journal. This can quickly fill up your mailbox.

Below are instructions on how to disable this option in Outlook:

  1. Start Outlook
  2. Go to the Tools menu
  3. Select Options
  4. Click on the Journal tab
  5. In the "Also record files from:" box uncheck all of the check boxes
  6. The messages will no longer appear in your journal

You then need to delete your old journal entries with the following procedures:

  1. Click on the Journal icon
  2. Go to the View menu
  3. Select Current View
  4. Choose Entry List
  5. Highlight and delete all journal entries

How to Enable AutoArchiving

  1. Start Microsoft Outlook
  2. In the Outlook 2007 client, Select "Tools", "Options"
  3. Select the "Other" tab
  4. Click the "AutoArchive" button
  5. Click the checkbox to Run archiving and leave options as default (every 30 days, over 12 months old etc.)
  6. Click Browse, and create a new archive.pst folder on your P: drive
  7. Click "OK" when finished
  8. NOTE: Storing PST files on a network share is not supported by Microsoft, per KB 297019

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