Mail Storage Management(PowerPoint)


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  • Explain : Mailbox size is determined by the size of the folders inside it Explain : Your e-mail resides on an EM server until you move it.
  • Explain : At 80% capacity you’ll receive notice Explain : Mail will be received, but not sent Explain : Save space by storing emails off the server, in PST files. Explain : these PST files will be offline stores and not available via OWA. Discussed momentarily…
  • Explain: You can view the size of each folder in your Inbox to determine where the bloat is largest Explain : Mailbox cleanup is a one stop shop for: Viewing folder sizes Deleting Deleted Items folder Finding large or dated messages Auto Archiving
  • Explain : Know where the bloat exists by arranging by size.
  • Explain : Personal Folders: If you want to move mailbox items into custom folders on your computer with different names from those in your mailbox, you can use Personal Folders. Not discussed in this presentation . Explain : Sent Items can really bloat up. Each message you send puts a copy in this folder. Explain : an Outlook data file, called a Personal Folders file, is simply a file that stores your e-mail messages and other Outlook items, such as appointments and contacts. NOTE : A Personal Folders file is also referred to as a personal store, PST, or .pst file. An Outlook file of this type is called a personal store (.pst) because you personally store it on your computer .
  • painless way to cut the bulk. Explain : Some mailbox users may organize into Sent & Deleted Items, therefore choosing to Archive these folders over deleting them.
  • Explain: Optional choice is to archive the message with the attachment.
  • Effective record keeping    When you archive messages instead of deleting them, you'll have records of your work that can help you remember the details of events, projects, and processes. If you're the kind of person who never throws anything away, archiving is your dream. Save disk space    Because archiving makes use of compression, archived items use less storage space. Cut down on visual clutter    Archiving removes items from your mailbox and puts them in the archive file. Now that you can more easily see the messages you need, you can work with them more effectively. Explain : It is also preferable to archive to a server or workstation which is regularly backed up.
  • Explain:    Be aware that Auto Archive works with more than e-mail. (It auto archives Calendar and Tasks , too) Explain : You may want to customize AutoArchive to store items from the Calendar or Tasks, to have it archive more or less often than for your e-mail.
  • Auto Archives: Inbox, Calendar Set up Sent and Deleted items to have AutoArchive settings Explain ; By default, AutoArchive is set to run every 14 days. To change the frequency, you would change the number in the days box. Explain: If the Run AutoArchive every check box is selected, AutoArchive will run. Explain The number in the days box specifies how frequently messages will be archived. Tip    You can also run AutoArchive at any time, if your Inbox is getting too full, by clicking AutoArchive in the Mailbox Cleanup dialog box (which you can get to from the Tools menu). *Tip : Sometimes PSTs seem downright invisible when you start to look for them outside of Outlook. That's because some of the places Outlook stores .pst files are hidden in Windows by default. To see these files in Windows Explorer , you must use the options in Windows to display hidden files and folders .
  • Explain : For example, you may want Calendar and Task to archive differently than your email
  • Explain : This folder gets bloated! Explain : Copies of Sent messages are stored ( Sent Items ), unless you archive them. Explain : You should Archive your messages in the Sent Items folder regularly. Explain : Click “” Archive this folder using these settings”” , as shown in the picture. Then, specify the archiving details for that particular folder.
  • Explain : Differing organizational philosophies exist. Choose what method works for your needs.
  • Explain : Folders are containers for items and can be categorized by topic, by year. Whatever your personal needs are. Explain : New subfolders appear as indented items below the Inbox displaying the folder hierarchy
  • Explain : Selecting a date here, archives items before that date.
  • Mail Storage Management(PowerPoint)

    1. 1. Mail Storage Management UCLA School of Dentistry 06/01/07
    2. 2. The Mail Box <ul><li>Mailbox store includes: </li></ul><ul><ul><li>Inbox and subfolders </li></ul></ul><ul><ul><li>Calendar items </li></ul></ul><ul><ul><li>Deleted items </li></ul></ul><ul><ul><li>Sent items </li></ul></ul><ul><li>Your 300 Mb Mailbox quota is set by the Administrator </li></ul><ul><li>Items are stored on the Exchange Server </li></ul><ul><li>Know how much space they consume </li></ul>
    3. 3. Mailbox limits <ul><li>Nearing your limit, you‘ll get a warning message </li></ul><ul><ul><li>Mail will be delivered, but not sent </li></ul></ul><ul><li>Avert the nagging </li></ul><ul><ul><li>Store your email in a local Outlook storage file.* </li></ul></ul><ul><ul><li>Create local data files, called personal stores (PSTs). </li></ul></ul>*NOTE: It is best to store PST files on a server or workstation which is backed up regularly .
    4. 4. Reduce the Bloat <ul><li>Excessive Mailbox size inhibits performance </li></ul><ul><li>Know how much space your Mailbox consumes </li></ul><ul><li>Tools menu > Mailbox Cleanup > View Mailbox Size </li></ul>
    5. 5. Know Your Message Sizes <ul><li>View Menu > Arrange by > Size </li></ul>
    6. 6. Tips to ‘Cut the Bulk’ <ul><li>Archive Mailbox Items regularly </li></ul><ul><li>Save or archive Attachments outside the mailbox </li></ul><ul><li>Empty or archive the Deleted Items folder </li></ul><ul><li>Archive your messages in the Sent Items folder regularly </li></ul><ul><ul><ul><li>Copies of messages you send are stored ( Sent Items ), unless you archive them. </li></ul></ul></ul>
    7. 7. Cut the Bulk: Deleted Items <ul><li>When you delete a message, it goes into the Deleted Items folder. </li></ul><ul><li>Deleted Items folder can grow quickly </li></ul><ul><li>Empty or Archive the Deleted Items folder regularly. </li></ul>Right click! It’s Painless!
    8. 8. Cut the Bulk: Remove Attachments <ul><li>Attachments take a lot of space </li></ul><ul><li>Save attachments conveniently outside your mailbox </li></ul><ul><li>Select the message: File > Save Attachments </li></ul><ul><li>Delete message </li></ul>
    9. 9. Cut the Bulk: Archive <ul><li>Removes items from your mailbox </li></ul><ul><li>Automatically stores them in Archive Folders </li></ul><ul><li>Archive folders mirror original folder structure </li></ul><ul><li>Benefits of Archiving Items: </li></ul><ul><ul><li>keeps a historical records </li></ul></ul><ul><ul><li>saves disk space </li></ul></ul><ul><ul><li>cuts down on clutter </li></ul></ul>NOTE : Storing information in an archive file on your own computer, means you'll only be able to read it on that computer. It will not be available via OWA.
    10. 10. Auto Archiving <ul><li>Tools menu > Options </li></ul>Other tab > AutoArchive
    11. 11. Two ways to Archive <ul><li>Auto Archive : </li></ul><ul><ul><li>By default, Auto Archive feature is on </li></ul></ul><ul><ul><li>Let Outlook automatically archive messages at regular intervals </li></ul></ul><ul><ul><li>Archive multiple folders at the same time </li></ul></ul><ul><li>Manually Archive: </li></ul><ul><ul><li>Archive at times that you specify </li></ul></ul>*The default location path is: C:Documents and Settings <yourWindowsUserID> Local SettingsApplication DataMicrosoftOutlookOutlook.pst
    12. 12. Manually Archive <ul><li>To specify different archiving rates for different folders: </li></ul><ul><li>  Right-click the folder (“ For Action ”). </li></ul><ul><li>  Click Properties on the shortcut menu. </li></ul><ul><li>  In the Properties dialog box for the folder, click the AutoArchive tab and specify archive settings. </li></ul>(In this case, the folder name is &quot; For Action &quot; so the dialog box is called For Action Properties .)
    13. 13. Manually Archive Sent Items: <ul><ul><li>Right-click Sent Items folder > Properties > AutoArchive tab </li></ul></ul>Select: “ Archive this folder using these settings ”. Then, specify custom settings here.
    14. 14. Mailbox Organization <ul><li>Create Subfolders in the Inbox: </li></ul><ul><ul><li>to sort messages into intuitive groups </li></ul></ul><ul><ul><ul><li>By topic </li></ul></ul></ul><ul><ul><ul><li>By year </li></ul></ul></ul><ul><ul><li>to reflect your needs and interests </li></ul></ul>
    15. 15. Mailbox Organization <ul><li>To create Subfolders in the Inbox: </li></ul>Right click the Inbox > Select New Folder In the Create New Folder window, name it and click OK .
    16. 16. Mailbox Cleanup <ul><li>On the Tools menu, click Mailbox Cleanup . </li></ul><ul><li>Click the AutoArchive button. </li></ul>Run AutoArchive at any time to archive messages before the next scheduled AutoArchive operation:
    17. 17. Mailbox Cleanup <ul><li>To archive items older than a specific date: </li></ul><ul><ul><li>Go to File menu > Archive: </li></ul></ul><ul><li>Select a folder and a date to archive items </li></ul>
    18. 18. Help Links to Managing Size <ul><li>Manage the size of your Mailbox </li></ul><ul><li>Auto Archive </li></ul><ul><li>File or Archive Email on your own computer </li></ul>
    19. 19. Storage Management Re-cap <ul><li>Mailbox Quota is 300 Mb </li></ul><ul><li>Steps to Reduce Mailbox size: </li></ul><ul><ul><li>Empty or Archive the Deleted Items folder </li></ul></ul><ul><ul><li>Save Attachments outside the Mailbox </li></ul></ul><ul><ul><li>Archive regularly (especially Sent Items ) </li></ul></ul><ul><li>Use the Mailbox Cleanup tool </li></ul><ul><ul><li>(Tools> Mailbox Cleanup) </li></ul></ul>
    20. 20. Q & A
    21. 21. Future: Enterprise Vault <ul><li>Automatically archives items for you </li></ul><ul><li>Items stored safely in a ‘Vault’ </li></ul><ul><li>Always accessible from anywhere </li></ul><ul><li>Easily restorable </li></ul><ul><li>Easily searchable </li></ul><ul><li>No more .PST headaches </li></ul>