Cleanup your E-mail

The default mailbox size limit for College of Ag Sciences Outlook Exchange accounts is 2 GB of storage space per user. If your storage space goes beyond 1.75 GB then you will receive a reminder that you should take action to free up space. Once your mailbox reaches its quota, you will still be able to receive messages, but will no longer be able to send.

Large folder sizes directly affect you, the user. The more space your mailboxes take up, the slower your E-mail access will be since there's so much information for the system to transfer from the server to your computer.

Reduce the Size of your E-mail Disk Space

There are several steps you can take to manage your storage space:

  1. Periodically empty the Deleted Items folder.
    • This is a good end-of-the-week task.
  2. Periodically delete items from the Sent Items folder or move to local storage.
    • Periodically delete items from the Sent Items folder or move to local storage.
    • This is a good end‐of‐the‐month task.
  3. Delete all items older than a certain date (i.e. items older than 2 years).
    • You can sort your mailboxes by date received or do an Advanced Find to locate those messages older than a certain date.
    • Once deleted, they should also be deleted from the Deleted Items folder.
  4. File incoming attachments into the proper folder within My Documents.
    • Right-click on the attachments icon.
    • You can then select "Save As" to save the attachment.
    • Next you can delete the attachment from the server by right-clicking the attachment icon and selecting "Remove".
    • This keeps the e-mail message without the attachment taking up space on the server.
  5. Delete attachments from Sent Mail.
    • Outlook/Exchange saves a copy of all attachments that you send or receive onto the Exchange server.
    • It's logical that if you send someone an attachment, that the file is already stored on your computer, therefore another copy on the Exchange server may not be necessary.
    • You can sort a folder by attachments (the little paper clip).
    • Bring up the e-mail message, highlight the attachment and delete it.
    • Then exit and save the message.
  6. Move seasonal or less used folders to local storage instead of on the server.

Related Articles