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5 Tips for E-Mail Management on an Exchange Account

As you reach the limit of storage space for your email account you may receive notification that you are approaching your account storage limits.  When you have exceeded the amount of storage space for your account you may not receive email, or the system may not allow you to send emails.  

To avoid this situation, here are 5 tips for managing emails in your account. 

1.      Know how much space is being used by each of your email folders

If one of your emails folders is using too much space you can move older emails to storage and /or delete unnecessary emails. 

If you are using Outlook 2003, you can find this information for your account.  For instructions on how to do this, click here

This information is not available through Outlook Web Access.  If you are using Outlook Web Access and need this information, please contact the ASC Help Desk.

2.      Empty your Deleted Items Folder

Any emails stored in your Deleted Items Folder are still using storage space in your email account.  Be sure to empty your Deleted Items Folder frequently!

For more information about the Deleted Items Folder, click here.

Outlook 2003 also has the ability to automatically empty the Deleted Items Folder when you exit out of Outlook 2003.  Please contact the ASC Help Desk for more information about this feature. 

3.      Delete unnecessary emails from your account

Old or large emails can accumulate in your email folders.  Deleting any unnecessary emails will reduce the amount of storage space your account is using.  For example, if you send email with attachments, embedded graphics, or backgrounds, you may be using a large amount of space in your Sent Items Folder. 

You can sort your email folders by size, date, or other criteria to make finding these unnecessary emails easier.  For more information on how to sort emails in a folder, click here.

4.      User a Personal Folder to store emails

If there are emails that you need to keep, but you do not need to be able to access those emails frequently or from remote locations, you may want to create a Personal Folder.  With Personal Folders your email is stored on your work computer or shared network drive instead of the email server. 

For more information on how to set up a Personal Folder, click here.

5.      Use the Mailbox Cleanup Tool in Outlook 2003

The Mailbox Cleanup tool is found under the “Tools” menu in Outlook.  You may need to expand the menu to find the option “Mailbox Cleanup”. 

With the Mailbox Cleanup tool you can:

  • View the size of all of your email folders
  • Search for old emails
  • Search for large emails
  • Auto Archive your email account
  • Empty your Deleted Items Folder