CleaningoutOutlookEmail

ThefollowingaretipstokeepingOutlookEmailfoldersizestoaminimum.If
usershaveanyquestions,pleasecalltheHelpdeskon6194357.

EmptytheDeletedItemsfolder
Everytimeanemailmessageisdeleted,itgoesintotheDeletedItemsfolder.
Thisfoldercangrowquickly,soitneedstobeemptiedregularly.
ThefoldercanbeemptiedautomaticallyeverytimeOutlookisshutdownor
manually.
TomanuallyemptytheDeletedItemsfolder:
1. OpenOutlook.
2. OntheGomenu,clickFolderList.

Go

Folder
list

3. SelecttheDeletedItemsfolderandrightclick.ClickontheEmpty
DeletedItemsFolder.ThiswilldeleteallmessagesintheDeletedItems
folder.Amessagewillappearaskingiftheuserissuretheywantto
permanentlydeletetheselectedmessage(s).

DeletedItems
Folder

EmptyDeleted
ItemsFolder

Userscandeletethemessagesoneatatimebyrightclickingonthe
messageandchoosingDelete.Note:Onceamessageispermanently
deleteditisnotrecoverable.

Delete

ToautomaticallyemptytheDeletedItemsfolder:
1. ClickTools,OptionsandthenclicktheOthertab.
2. ClickontheboxnexttoEmptytheDeletedItemsfolderuponexiting.

Tools

Options

Other

Emptythe
DeletedItems
folderupon
exiting

Note:Onceamessageispermanentlydeleteditisnotrecoverable.
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Saveattachmentsoutsidethemailbox
Attachmentscantakeupalotofspace.Ifattachmentsdonotneedtobestored
inthemailbox,don't.Instead,usetheSaveAttachmentcommandontheFile
menuandsavetheattachmentstoaconvenientlocation.Oncetheattachment
hasbeensaved,themessagecanbedeleted(ifitisnotneededanymore),or
rightclicktheattachmenticonandclickRemovetokeepthemessagebut
removetheattachment.
Beforestartingtosaveattachments,ensurealocationisthoughtofforstorage.
Forexample,iftheattachmentisaphoto,saveitinaspecialfolderforphotoson
theH:drive.Also,whentheattachmentissaved,makesureitisnamed
somethingthatwillhelptheusertorememberitscontentsandcontext.
Tosaveanattachmentoutsidethemailbox:
1. Openthemessage.OnthemainmenuatthetopofOutlook,clickon
File,SaveAttachments.

File
Save
Attachments

2. Browsetothelocationtowhichthefileistobesaved.ClickSave.

3. Eitherdeletethemessagebyclickingthedeletebuttononthetoolbarat
thetop,orremovetheattachmentbyopeningthemessage,rightclicking
ontheattachmentandchoosingRemove.ByclickingRemove,the
attachmentwillberemoved,butthemessagewillremain.

Delete

Remove

Archivefoldersregularly
Keepingsentandreceivedmessagescanbeausefulwaytotrackwhosaidwhat
towhom.However,messagesdonotnecessarilyneedtobekeptinthe
mailboxwhichiswhereacopyofthesentandreceivedmessagesarestored
unlessarchived.
Folderscanbearchivedautomaticallyormanually.
Toautomaticallyarchivefolders:
AutoArchivebacksupitemsautomaticallybyusingeitherthedefaultsettingsor
userspecifiedsettings.
TospecifydefaultAutoArchivesettingsforALLMicrosoftOutlookfolders:
AutoArchiveisturnedonbydefault.However,itsdefaultsettingscanbe
changed.
1. OntheToolsmenu,clickOptions,andthenclicktheOthertab.

Tools

Options

Other

2. ClickAutoArchive.

Auto
Archive

3. WithRunAutoArchiveeveryndaysselected,specifyhowoftentorun
AutoArchive.

4. Selecttheoptionsrequired. Itisrecommendedthatthedatebenomore
thantwomonthsprevioustotodaysdate.
5. IntheDefaultfoldersettingsforarchivingsection,clickontheMoveold
itemsto:buttonandbrowsetoafolderontheH:drive,thatwayarchived
messageswillbeincludedinthebackupprocess.
Note: ThedefaultlocationforArchive.pstisC:\Documentsand
Settings\username\LocalSettings\ApplicationData\Microsoft\Outlook\.A
PersonalFoldersfile(.pst)isanOutlookdatafilethatstoresitemssuchas
emailmessages,contacts,calendardata,tasks,andnotes.Ifthearchive
filelistedunderMoveolditemstolocationischanged,itischangedfor
allfoldersthatusethedefaultAutoArchivesettings.
6. Warning:IftheoptiontoPermanentlydeleteolditemsischosen,the
itemswillbedeleted,notarchived.Theitemswillnolongerbe
recoverable.
7. Toapplythechangestoallfolders,clickApplythesesettingstoallfolders
now.Thiswilloverridecustomarchivesettingsspecifiedonindividual
folders.

Tomanuallyarchiveafolder:
1. OntheGomenu,clickFolderList.

Go

Folder
list
list

2. Clickthefolderthattobearchived.Inthisexample,thefolderbeing
archivedisQuotes.

3. OntheFilemenu,clickArchive.

File

Archive

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4. Clickoneofthefollowingoptions:

ArchiveallfolderstotheirAutoArchivesettings Allowsusersto
useAutoArchivesettingstoarchivethefolder.Ifthisoptionis
chosen,clickOK.Thefolderwillbegintoarchive.

Archivethisfolderandallthesubfolders Allowsuserstoarchive
thefolderusingtheoptionsavailableintheArchivedialogbox.If
thisoptionischosen,followthestepsbelowtocompletethe
procedure.

Archiveitems
olderthan

1. IntheArchiveitemsolderthanlist,chooseadatefromthedate
picker.Inthisexample,itemsinthefoldercreatedbefore
January13,2006arearchived.Itisrecommendedthatthedate
benomorethantwomonthsprevioustotodaysdate.
2. Toincludeitemspreviouslyselectednottoarchive,selectthe
Includeitemswith"DonotAutoArchive"checkedcheckbox.
(Note: ToseeifitemshavetheDonotAutoArchivethisitem
checkboxselected,opentheitem.OntheFilemenu,click
Properties.OntheGeneraltab,verifythattheDonot
AutoArchivethisitemcheckboxisselected.)
3. ToarchivethefoldertoafileotherthanthedefaultArchive.pst
file,clickBrowse,andthenspecifyadifferentfilename,suchas
QuotesArchive.pst,andalocation,suchastheH:drive.

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Note: ThedefaultlocationforArchive.pstisC:\Documentsand
Settings\username\LocalSettings\Application
Data\Microsoft\Outlook\.APersonalFoldersfile(.pst)isanOutlook
datafilethatstoresitemssuchasemailmessages,contacts,
calendardata,tasks,andnotes.
4. ClickOK.Theitemsinthefolderaremovedoutofthefolder
andintothe.pstfilespecified.

ToSpecifyAutoArchivesettingsforindividualfolders
1. OntheGomenu,clickFolderList.

Go

Folder
list

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2. Onthefolderlistontheleftsideofthescreen,rightclickthefolderfor
whichspecificsettingsaretobemade,andthenclickPropertiesonthe
shortcutmenu.

Properties

3. ClicktheAutoArchivetab.

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4. Specifywhetherthisfolderistobearchivedandifso,whethertousethe
defaultAutoArchivesettingsoruserdefinedsettings.
Toarchivetoafileotherthanthedefaultone,specifyadifferentfilename
intheMoveolditemstobox.ThenexttimeAutoArchiverunsonthis
folder,Outlookwillautomaticallycreatethenewarchivefileforitemsin
thisfolder.

Viewarchiveditems
1. OntheGomenu,clickFolderList.

Go

Folder
list

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2. ClickArchiveFolders(orthenamespecifiedforthearchivelocation).

Archive
folders

Listof
archived
folders

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ToRestorearchiveditems
Tomoveindividualitemsfroma.pstfileintotheiroriginalfolderoranewone
1. OntheGomenu,clicktheFolderList.

Go

Folder
list

2. ClickArchiveFolders(orthenamespecifiedforthearchivelocation).

Archive
folders

Listof
archived
folders

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3. Clickthefoldercontainingtheitemstobemoved.
4. Selecttheitemstobemoved,andthendragthemintotheiroriginal
foldersintheFolderList.

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Noresponseisthebestresponse
UsersdonotneedtosendanemailtosayThankyouforthemessage(orfile).
Thissimplyaddstotheusersmailboxsizeaswellastotherecipients.Itis
understoodthatthanksisgiven.
Inaddition,donotrespondtounsolicitedemailmessages.Throwthemaway.
Donotrespondtojunkmessagesorchainletters.Also,don'tclicklinkswithin
thistypeofemailthatsaythingssuchas"Clickheretoremoveyourselffromthis
mailinglist."Whenusersrespondorclickthese"removeme"links,theyletthe
senderknowthatitisanactiveemailaddress,andtheyaremorelikelytosend
moreofthistypeofjunkemail.

Toviewmailboxandfoldersizes
Tokeepthemaintenanceofmailboxestoaminimum,itiseasytocheckhowbig
themailboxisgetting,andthus,howclosetothequota.Seeingthemailboxsize
thiswaycanhelpidentifyareasthatmayneedtobeclearedofexcess
messages.
1. From FolderList(whichcanbereachedbyclickingFolderListonthe
Gomenu),clickFolderSizestoseethesizesofemailfolders.

Go

Folder
list

Folder
sizes

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2. Toseethesizesofthemailboxandtheemailfoldersinsideit,click
FolderSizesontheNavigationPane.TheFolderSizedialogbox
appearsandmailboxandfoldersizesaredisplayed.

Ifusershaveanyquestions,pleasecalltheHelpdeskon6194357.

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