Mail Storage Management

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Mail Storage Management

• UCLA
• School of Dentistry

06/01/07
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The Mail Box

• Mailbox store includes
• Inbox and subfolders
• Calendar items
• Deleted items
• Sent items
• Your 300 Mb Mailbox quota is set by the
  Administrator
• Items are stored on the Exchange Server
• Know how much space they consume

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Mailbox limits

• Nearing your limit, youll get a warning message
• Mail will be delivered, but not sent
• Avert the nagging
• Store your email in a local Outlook storage
  file.
• Create local data files, called personal stores
  (PSTs).

NOTE It is best to store PST files on a server
or workstation which is backed up regularly .
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Reduce the Bloat

• Excessive Mailbox size inhibits performance
• Know how much space your Mailbox consumes
• Tools menu gt Mailbox Cleanup gt View Mailbox Size

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Know Your Message Sizes

• View Menu gt Arrange by gt Size

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Tips to Cut the Bulk

• Archive Mailbox Items regularly
• Save or archive Attachments outside the mailbox
• Empty or archive the Deleted Items folder
• Archive your messages in the Sent Items folder
  regularly
• Copies of messages you send are stored (Sent
  Items), unless you archive them.

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Cut the Bulk Deleted Items
Right click!

• When you delete a message, it goes into the
  Deleted Items folder.
• Deleted Items folder can grow quickly
• Empty or Archive the Deleted Items folder
  regularly.

Its Painless!
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Cut the Bulk Remove Attachments

• Attachments take a lot of space
• Save attachments conveniently outside your
  mailbox
• Select the message File gt Save Attachments
• Delete message

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Cut the Bulk Archive

• Removes items from your mailbox
• Automatically stores them in Archive Folders
• Archive folders mirror original folder structure
• Benefits of Archiving Items
• keeps a historical records
• saves disk space
• cuts down on clutter

NOTE Storing information in an archive file on
your own computer, means you'll only be able to
read it on that computer. It will not be
available via OWA.
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Auto Archiving
Other tab gtAutoArchive

• Tools menu gt Options

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Two ways to Archive

• Auto Archive
• By default, Auto Archive feature is on
• Let Outlook automatically archive messages at
  regular intervals
• Archive multiple folders at the same time
• Manually Archive
• Archive at times that you specify

The default location path is C\Documents and
Settings\ltyourWindowsUserIDgt\Local
Settings\Application Data\Microsoft\Outlook\Outloo
k.pst
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Manually Archive

• To specify different archiving rates for
  different folders

•   Right-click the folder (For Action).
•   Click Properties on the shortcut menu.
•   In the Properties dialog box for the folder,
  click the AutoArchive tab and specify archive
  settings.

(In this case, the folder name is "For Action" so
the dialog box is called For Action Properties.)
13
Manually Archive Sent Items

• Right-click Sent Items folder gt Properties gt
  AutoArchive tab

Select Archive this folder using these
settings. Then, specify custom settings here.
14
Mailbox Organization

• Create Subfolders in the Inbox
• to sort messages into intuitive groups
• By topic
• By year
• to reflect your needs and interests

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Mailbox Organization

• To create Subfolders in the Inbox

In the Create New Folder window, name it and
click OK.
Right click the Inbox gt Select New Folder
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Mailbox Cleanup
Run AutoArchive at any time to archive messages
before the next scheduled AutoArchive operation

• On the Tools menu, click Mailbox Cleanup.
• Click the AutoArchive button.

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Mailbox Cleanup

• To archive items older than a specific date
• Go to File menu gt Archive

• Select a folder and a date to archive items

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Help Links to Managing Size

• Manage the size of your Mailbox
• Auto Archive
• File or Archive Email on your own computer

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Storage Management Re-cap

• Mailbox Quota is 300 Mb
• Steps to Reduce Mailbox size
• Empty or Archive the Deleted Items folder
• Save Attachments outside the Mailbox
• Archive regularly (especially Sent Items)
• Use the Mailbox Cleanup tool
• (Toolsgt Mailbox Cleanup)

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Q A
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Future Enterprise Vault

• Automatically archives items for you
• Items stored safely in a Vault
• Always accessible from anywhere
• Easily restorable
• Easily searchable
• No more .PST headaches