Microsoft Outlook - Good Housekeeping
In order to keep the amount of space required on the server to a minimum, we have produced a set of best practice guidelines which should help users keep their mailboxes tidy. Outlook is simply a mail program; it is NOT a file storage system, Wolverine Worldwideâ€™s email limit is 2GB (2000000kb)
Step 1 â€“ Initial Outlook Housekeeping
Keeping Messages as Records When you have several messages which are all relating to the same original message, for example where youâ€™ve replied back and then the other person has replied back to you, it is worth noting that each message will contain all of the text from the previous messages. So if you need to keep records of specific exchanges all you need to keep is the very LAST message.
Sent Messages Try to clear this out at regular intervals, and remember sent messages with attachments take up a lot of space.
Deleted Items Likewise these messages do still contribute to your mailbox size, so again try to clear this out at regular intervals.
Hint – Check the Size of your Mailbox • On the Main Outlook Screen Right Click on Mailbox – “your name” and select Properties
• On the Mailbox – Surname, Forename Properties Box, select Folder Size
â€˘ The box below shows the size of your mailbox. You can clearly identify which areas of your mailbox you need to focus on.
Step 2 - Saving Attachments to your Home drive Attachments Attachments are large files which fill up mailboxes very quickly. When you get a message with an attachment you should save it in your home drive. To do this, follow these steps: • Right click on the attachment and select “Save As” • The “Save Attachment” dialogue box will appear (below), where you will be able to select your Home (H) drive and save the document.
. Once saved, reopen the email, right click on the attachment again and select remove.
Step 5 - Create a Personal Folder (As a last resort) NB. When creating a PST, there is a Microsoft known problem that once it exceeds 1.5GB, the file will begin to corrupt. As PST files are saved on the local disk there is a strong chance that should your local disk become corrupt or fail you could lose these emails forever. • Open Microsoft Outlook • Click on File and select New • Click on Outlook Data File
Select the below option
• This file should only be created in the default location, give your PST File a descriptive name then click Ok.
• On “Create Microsoft Personal Folder Screen” type in the same name you just used and click OK.
• The screen below shows that you have created a Personal Folder…
• You can now move emails from your Mailbox to the Personal Folder. N.B As PST files are saved on the local disk there is a strong chance that should your local disk become corrupt or fail you could lose these emails forever.