outlook management

OUTLOOK MANAGEMENT

First let’s look at some features of Outlook 2007 then try and answer the questions below.

What is the Size of my Inbox? What is the best way to keep my inbox

clean? How do I create a local Archive(PST) File?

Over View

◦ Categorizes commands in an organized fashion so you can find the easy Menu Bar Standard Tool Bar Task Pane Views (Preview pane marks as read)

RIBBON

***Includes***◦Inbox◦All Sub-Folders◦Deleted Items◦RSS Feeds◦Sent Items

MAILBOX

Mailbox should not exceed 100mb◦ Lose functionality if mailbox grows

Attachments are usually the culprit

Create a .pst file to archive mail◦ Rule of thumb

: Give same name to file and folder

.pst too large

MAILBOX SIZE

The First question that needs to be answered when trying to figure out if you need to archive your items, What is my Inbox size?

Right Click on “Mailbox – Username” then hit properties.

Inbox Size

Then select “Folder Size”

Below you see the total size of your Inbox must be less than 100000KB

Inbox Size

If your inbox is over 100000KB(100 meg) then you are going to need to clean out your inbox. This can be done by deleting old emails or large sized emails. When this is completed then you need to archive (talked about later) the “good” email. Please DO NOT archive garbage. Let’s looks at how to sort by size.

Cleaning Out the Inbox

We need to figure out how big each email is so we can sort by size (your attachments are going to be the problem)

Right-click on the blue “title bar” of the message area. Then Click on “Customize Current View”.

Sorting By File Size

Click on Fields. We want to add a new field “size”

Sorting By Files Size

• Find “size” on the left hand side, click on it and hit “add”

Now you can see that we have “size” in the “title bar” in the message window. Now we can sort by size (Ascending and Descending) order. Find the largest ones and delete then (save to a file if needed)

Sorting By File Size

Now that we have all the garbage cleaned up let’s move over our good emails into an archive file (PST file)

Let’s first create the PST file that we want to move the email’s into. Click on “File” “New” “Outlook Data File”

Archive

Select the First option.

Archive

• Select the file name that you want to use. This is NOT the name that will show up in outlook but in windows explorer.

This is the name that will show up in outlook. PLEASE remember to name the file and the outlook name the SAME!

Archive

• So now you should have a clean inbox and archive files on you computer. Try to keep the archive files around 700meg