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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:

return to topAccount 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.

return to topExamples 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.

return to topViewing 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

  1. In the Folder list, right click MAILBOX - (Full Name) » select Properties for "Mailbox - (Full Name...)..."
    The Mailbox Properties dialog box appears.
    Mailbox Properties dialog box

  2. 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.
    Folder Size dialog box

  3. When done viewing the list, click CLOSE

  4. Click OK
    The Mailbox Properties dialog box closes.

Viewing Mailbox Size: Menu Option

  1. From the Tools menu, select Mailbox Cleanup...
    The Mailbox Cleanup dialog box appears.

  2. 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.
    Folder Size dialog box

  3. When done viewing the list, click CLOSE

  4. Click CLOSE

return to topCleaning 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

Deleting Email Messages

Delete any message in your Inbox and other folders that are no longer needed

Deleting Email Messages

After saving needed attachments to an appropriate location, remove the attachment from the email message

Saving Attachments
Removing Attachments

Review your Contacts and delete contacts and distribution lists you no longer use.

Working with Contacts

Delete messages in the Deleted Items folder

Emptying 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.

  1. In the Folder list, click the plus sign (+) in front of Search Folders
    The list expands.
    Search Folders expanded

  2. From the expanded list, click LARGE MAIL
    Your message appear in the Contents area categorized by size.

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