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Managing Your eMail Storage

Reducing the size of your mail file can have tremendous benefits for both you and AAMU's e-mail servers. You can dramatically improve the performance of your e-mail client by regularly:


  1. deleting old email messages/non-essential messages from your Inbox, Sent Items, and Deleted Items folders  -- if you do not expunge messages (delete messages from your trash folder) after deleting them, they will continue to take up storage space in your mailbox.

  2. archiving email messages to your desktop

  3. deleting large attachments or downloading them to your desktop and then deleting them from your email

  4. regurlarly emptying your trash folder

  5. utilizing the AAMU cloud storage capability to send large files - this capability allows you to send a link to the file that is stored in the cloud.


You will also help conserve storage resources and improve server reliability.


If the size of your mailbox begins to approach your quota limit, or if you would simply like to clean out your mailbox while maintaining access to the removed items, archiving to your local computer is recommended. Sent Items, for example, is a folder from which you might typically want to archive.

Viewing your quota in Outlook 2010

By default, all Faculty & Staff email accounts have 1 GB of space.

You can view your quota usage at any time in Outlook 2010. Go to the File menu and select Info. You will see a progress bar under Mailbox Cleanup that indicates how much space is left in your mailbox.

NOTE: the instructions below can only be implemented from the Outlook Desktop Client.

Archiving a folder in Outlook 2010

Within that same Mailbox Cleanup area you will see Cleanup Tools and can select Archive. You can archive using either a manual or automated process, although you might want to try the manual option first, until you become comfortable with how archiving works.

Microsoft provides detailed instructions on the archive process for Outlook 2010 at http://office.microsoft.com/en-us/outlook-help/archive-items-manually-HA010355564.aspx

Accessing the Archive in Outlook 2010

After the file is archived, you will be able to access it through Archive Folders which you’ll see listed below your regular mailbox.

Archiving a folder in previous versions of Outlook

Microsoft also provides these instructions for archiving from previous versions of Outlook:

Outlook 2007
http://office.microsoft.com/en-us/outlook-help/archive-items-manually-HA010242060.aspx

Outlook 2003 
http://office.microsoft.com/en-us/outlook-help/archive-a-folder-manually-HA001121610.aspx

What about Outlook 2011 for the Mac?

Unfortunately, there is no comparable Archive function in Outlook 2011.​

Contact the ITS Service Desk for assistance with any of the steps outlined above.






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