| All CCAC
employees with a network account automatically receive an Outlook
email account. Currently, your Outlook Mailbox is limited to a
total size of 60MB or 60000 KB. You will receive an email when your mailbox size
reaches 55MB or 55000 KB. If your mailbox exceeds the 60MB limit, you will be
unable to receive email and may miss important messages. This
month's Talkin' Tech provides guidelines for managing the size of
your mailbox. Discover how to:
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Check
the Size of your Mailbox |
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Mailbox Cleanup:
Go to Tools/ Mailbox
Cleanup
Use this function to perform
cleanup tasks
Click on View Mailbox Size to
see how much space is used in your inbox and all other folders on the
network
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Stay Under
Quota: Archive Regularly!
When you “archive” email and email folders, you are saving these
items to a location outside of Outlook, thus conserving space in
your mailbox. Once archived, you can still view these items within
Outlook. The Archive is saved to a specific area on your hard
drive (C:). If you work at a different computer, this file
would not be available.
There are 3 ways to archive email folders
within Outlook.
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AutoArchive
(recommended)– at a specified
time the computer automatically archives email in all Outlook
folders according to parameters you establish
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Manual activation of AutoArchive
– Similar to the above only you manually activate the archive
procedure at a time other than what is set for AutoArchive
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Manual Archive
Specific Folders –
You manually initiate archiving for individual folders
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AutoArchive
Let Outlook automatically do the work for
you at regularly scheduled intervals.
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Set
your AutoArchive Settings:
Go to Tools/ Options/ Other/ AutoArchive
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How often to
run: Every 14 days is recommended
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Check the
Prompt before AutoArchive runs so you are alerted when it runs
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Decide how
old items should be before they are archived
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By default,
your archive is saved to the C: \Documents
and Settings\username\Local Settings\Application
Data\Microsoft\Outlook folder. The file is called
archive.pst.
If you wish
AutoArchiving to treat all folders in the same fashion, click "Apply
these settings to all folders now". |
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This message will pop up every ___ days to remind you to archive your
mail. Please make it a habit to perform this task when you get the
alert.
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IMPORTANT NOTES:
Working at a different computer? If you are using another
computer other than your desktop PC and you receive a prompt "Do you
want to archive your items now?", always say NO. You will only
want your archives to be stored on one PC in your office. Remember
that this Archive is stored on your hard drive.
When you receive a
new PC, you must transfer this file to the new PC.
Back up your Archive file.
To assure you don't lose your historical email data, you should also
backup your archive file to an external medium (burn to
CD or DVD). Your archive file may become too large for backup onto
most devices. If you have a large archive file, feel free to call
the Helpdesk to request that your archives be burned to DVD. We can
also show you how to segment your Archives to multiple Outlook data
files (.pst files) to keep your archives manageable.
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AutoArchive
Settings for Specific Folders |
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Want
to Treat Folders Differently with AutoArchive?
You can set set specific AutoArchive settings for each folder that
you create.
To change settings for a folder, right-click on the folder and choose
properties.
Click on the AutoArchive tab, and change settings as you wish:
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Do not archive items in this folder
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Use default settings for this folder
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Archive using specific settings
Click OK. |
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Manual Activation of AutoArchiving
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To
Launch AutoArchive manually:
Click on File/ Archive.
Check the box at the top
(Archive all folders according to their AutoArchive settings) and click
OK. |
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Manual Archive
Specific Folders
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To
Manually Archive one Folder
Highlight the folder you wish
to archive. Click on File/ Archive.
Select the folder you wish
to archive, confirm the Archive file where it will be stored, and
click OK. |
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View your Archives
To view your
Archives:
Click on your Inbox UNDER the Archive folders
which show under your mailbox in the Navigation Pane.
It's that easy!
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Clean up your Mailbox when Over-Quota
To clean out
your Mailbox when you are over quota:
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Run AutoArchive as described above.
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Check your Large Mail Search Folder and delete large
items that remain (see left banner).
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Go to Tools/ Mailbox Cleanup and empty your deleted
items.
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Delete other email you do not need.
If your mailbox is over quota,
use Shift-Delete to permanently
delete all mail
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