Tips for Managing Your Mailbox
Are you in control?
There are several methods of effectively storing emails and, at the same time, reducing your mailbox load. Important business information can be lost or difficult to locate if stored only within your mailbox. Storing them in a standard, central location appropriate to your school or division will ensure access to the document in the future and help you manage the amount of data in your mailbox as well.
Please click on the heading for each tip to get further details.
1. Delete emails from your Inbox
To keep within your allocated mailbox space, you can regularly delete items that you do not need to keep.
2. Save attachments to your emails
To quickly generate more space, you can save email attachments and then remove the email from your Inbox.
3. Empty your Sent Items folder
Every time you send an email message, a copy is stored in the Sent Items folder. This can become quite large, so be sure to regularly check and delete items in this folder, especially if you have sent large emails to multiple recipients.
4. Delete email or Calendar items by specified dates
You can set emails to be deleted from the recipient's Inbox at a certain date and time or set Calendar items to be deleted prior to a specific date.
5. Empty your Deleted Items folder
When you delete messages, they are moved to the Deleted Items folder but are still included in your total mailbox allocation. Empty this folder regularly or set your mailbox to automatically remove deleted items.
6. Use Mailbox Cleanup
With this tool, you can find types of items to delete or move, empty the deleted items folder or you can have Outlook transfer items to an archive file.
7. Save old emails to a floppy disk or CD
If you need to keep specific emails for a longer time, you can save them on a floppy disk or CD.
8. Set up rules for moving emails
You can set up specific rules to automate management of your mailbox, including sorting or removing emails received by a particular sender or topic.
9. Use Advanced Find to locate large files
You can locate files over a specified size by using the Advanced Find function in Outlook.
These tips are designed as a guide only. For clarification contact the IT Help Desk.