Microsoft Outlook 2007
Managing Your Account Quota
There are several things you can do to keep your Microsoft Outlook email account organized and operational. This document will familiarize you with these maintenance terms and techniques, including the following:
Account Quotas
To help efficiently use limited resources at UW-Eau Claire, account quotas have been applied to campus email accounts. When you reach the quota, your rights will immediately be restricted.
| Student Quota |
Faculty/Staff Quota |
Rights Restricted |
|---|---|---|
| 160 MB | 160 MB | may no longer send messages |
| 200 MB | 200 MB | may no longer send or receive messages |
NOTES:
You will not receive any warning before your rights are restricted.
This quota does not apply to your H: drive; it is specific to the Outlook program.
Examples of Space Usage
Become familiar with the items on the following list, and keep in mind that they all contribute to your account quota because they take up file space.
- Attachments
- Messages in Inbox
- Messages in Deleted Items
- Messages in Sent Items
- Messages in any other mailbox or folder you have created
- Rules for filtering messages
- Calendar entries
- Contacts entries
- Signatures
Viewing Mailbox Size
You will want to monitor your mailbox size on a regular basis; the more traffic on the account (e.g., number of messages you send/receive, number of entries on your calendar), the faster your account will approach its quota. There are two ways to view your mailbox size: through Folder properties or from the Tools menu.
Viewing Mailbox Size: Folder Option
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In the Folder list, right click MAILBOX - (Full Name) » select Properties for "Mailbox - (Full Name...)..."
The Mailbox Properties dialog box appears.
-
In the General tab, click FOLDER SIZE...
The Folder Size dialog box appears displaying your total file size and a list of the individual folders with their total sizes.
NOTE: The contents of the Subfolder list will vary by user.
-
When done viewing the list, click CLOSE
-
Click OK
The Mailbox Properties dialog box closes.
Viewing Mailbox Size: Menu Option
-
From the Tools menu, select Mailbox Cleanup...
The Mailbox Cleanup dialog box appears. -
To see the size of your mailbox, click VIEW MAILBOX SIZE...
The Folder Size dialog box appears displaying your total file size and a list of the individual folders with their total size.
NOTE: The contents of the Subfolder list will vary by user.
-
When done viewing the list, click CLOSE
-
Click CLOSE
Cleaning Up Your Email Account
It is a good idea to clean up your email account on a regular basis in order to keep your folders organized, optimize Microsoft Outlook's performance, and make sure that you do not exceed your account quota. The following table provides some guidance regarding how to carry out your cleanup:
Cleanup Tips |
See Related Documentation |
|---|---|
Delete any messages in your Sent Items that you no longer need |
|
Delete any message in your Inbox and other folders that are no longer needed |
|
After saving needed attachments to an appropriate location, remove the attachment from the email message |
|
Review your Contacts and delete contacts and distribution lists you no longer use. |
|
Delete messages in the Deleted Items folder |
Identifying Large Items
If you need to get under quota quickly, you will want to identify the top two or three items that are using a lot of space. Search Folders can filter your messages by size, allowing you to identify and deal with the largest items first. Most often your largest items have attachments. For more information, refer to Removing Attachments.
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In the Folder list, click the plus sign (+) in front of Search Folders
The list expands.
-
From the expanded list, click LARGE MAIL
Your message appear in the Contents area categorized by size.
