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Extension Technology and
Computer Services


University of Missouri-Columbia   Extension Technology and Computer Services—ETCS

December 2001
  Vol. 18, No. 2

A Technology Newsletter for Extension Specialists



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Pruning Your Mailbox
by Joe Lear

Almost everyone has gotten the dreaded message from the Administrator saying their mailbox is over its size limit. But what if you cleaned out your inbox and you still keep getting the mailbox full message?

The inbox is just the tip of the iceberg for your total mailbox. Every time you send a message, it's stored in your sent items folders. When you delete a message it's not really deleted until you clean out your deleted items folder. If you keep your schedule in outlook, your calendar is also part of your mailbox.

So how can you tell where your mailbox needs the most pruning?

Just Right Click on "Outlook Today" under the folder list and choose properties.

At the bottom of the mailbox properties dialog box that appears, click the button that says Folder Size. After a short time the list of folders and subfolders in your mailbox will appear.

To determine the size of each of your folders look to the right of the folder. The size of the folder is listed first followed by a slash and the size of the folder plus any subfolders that are below that folder. The file size is listed in K. K stands for 1000 bytes. 1000k is equal to 1 MB so a folder that has 4300k would be 4.3 megabytes, 13000k would be 13 MB, and so on. Determine from the list your largest folders and where these folders are located. Click close and OK and proceed to prune those folders of old messages by deleting them or moving the folders to your personal folder area which stores the messages on your local hard drive or server.

Repeat the process for checking your mailbox size and continue pruning until you get it below the size limits. Remember, pruning your mailbox regularly keeps your mailbox healthy, your mail flowing, and those administrator messages out of your mail.



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