(Tech Tip: Outlook) Managing your Mailbox Size

A large Mailbox is both slow and costly.  Often the culprit is just a few messages with very large attachments. 

Archiving is the process of moving mail items from the Exchange server mailbox into a local file format (Personal Storage file or .PST).  Exchange mailboxes are not meant for long-term storage.  Using AutoArchive, Outlook will automatically (preserving your folder structure) move your older mail messages into an archive.

Here is how to manage your mailbox size in Outlook:

A. Check your mailbox size

B. Quick Method I: Delete by size (by Sorting)

C. QuicK Method II: Archiving once

D. AutoArchiving Method: Check your settings

E. AutoArchiving Method: Archiving Now 

F. After you archive: Searching for old items

A. Check your mailbox size

1. Choose Tools... Mailbox Cleanup

2. Click 'View Mailbox Size...'

3. Choose the 'Server Data' tab, the total size is shown (NOTE: 1,000 KB = 1MB).

B. Quick Method I: Delete by size (by Sorting) 

Instead of sorting your Inbox by 'Received Date' try sorting by 'Size'.

1. Click on the Size column until there is a downward pointing triangle (indicates 'sort by size in descending order')

2. Scroll to the top of the list.

3. Delete (or archive) anything larger than 1 MB (1024 KB).

 

Do the same thing for your mail folders other than Inbox (e.g. Sent Items)

Note: don't forget to click on the Received column to fix the sorting when you are done

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C. Quick Method II: Archiving Once

 

1. Choose File... Archive

 

2. Select the folder you would like archived (typically: Mailbox or Inbox, Sent Items, Deleted Items)

Choose a date and a filename and click OK

3. You will see archive activity on the bottom right of your screen.

4. That’s it, but call it something useful. (optional)
When it's finished you will see the 'Archive Folders' underneath your mailbox on the left side of Outlook.
You should change its internal name from ‘Archive Folders’ to match the filename:

a. Archive Folders… Right-click… Properties….Advanced…

b. Change the internal name and click OK.
Note: The filename can only be changed when Outlook is closed, in which case Outlook will prompt for the new location.

 

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D. AutoArchiving Method- Check your settings

Archiving is the process of moving mail items from the Exchange server mailbox into a local file format (Personal Storage file or .PST).  Exchange mailboxes are not meant for long-term storage.  Using AutoArchive, Outlook will automatically (preserving your folder structure) move your older mail messages into an archive.

Here is how to check your archive settings.

1. Choose Tools... Options... Other (tab)... and click the "AutoArchive..." button

2. Use the settings shown here as a guide then press 'Apply these settings to all folders now' in order to all your subfolders the same way.

 

3. Click the Browse button to specify the archive file.  (Put it in your 'My Documents' folder and give it a name like 'jsmith archive.pst')

4. Click OK to close all the open windows.

 

E. AutoArchiving Method- Archiving Now

 

As you can see from the above settings Outlook will prompt to begin archiving automatically every 60 days.

Here's how to start an archive now:

 

1. Choose Tools... Mailbox Cleanup

2. Click 'AutoArchive...'

3. You will see archive activity on the bottom right of your screen.

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F. Searching for old items

Use the Windows Desktop Search tool. 

Note : this is replaced by the built-in search in Outlook 2007 and later

This is an indexed search that is much faster and comprehensive than Outlook's built-in search plus it searches your archive, sent items, and all subfolders as well.

 

1. If this is installed there will be a 'magnifying' glass on the bottom right of your screen near your clock.  Double-click it.

2. Search for words or phrases.