Outlook 2007 Tip on Managing Email Storage Space

Have you ever gotten the message along the lines “you have exceeded your email storage space” when you attempt to send email messages in Microsoft Office Outlook? Don't freak-out because help is near. Outlook's Mailbox Cleanup to the rescue!

Using Mailbox Cleanup

On the Tools menu, click Mailbox Cleanup .

You can do any of the following from this one location:

•  View the size of your mailbox

•  Find items older than a certain date

•  Find items that are larger than a certain size

•  View the size of your Deleted Items folder

•  Empty your Deleted Items folder (http://office.microsoft.com/en-us/outlook/CH100622121033.aspx)

• For example, to check the size of folders in your email account, do the following:

•  Click on “View Mailbox Size” and you should see the following screen

•  Scroll down the list to see which folders had size totals in the Mega Byte (MB) range because this size indicates that large emails are resident.

•  After identifying folders with large emails, write down the names of folders of interest then close the Mailbox Cleanup dialog box.

•  View the contents of the folders you wrote down during step 3 and delete or move large emails to your personal folder section. You can sort emails by size either ascending or descending by clicking on “Size”, which is located on the tool bar just above the email listings in outlook.

•  Empty the Deleted Items folder to remove the large emails from your email account.

•  Send a test email to verify if your cleanup efforts were successful.

•  If you still cannot send emails, check to see if you missed any large emails or check with your network administrator.

For more information about managing our Outlook email account, please see http://office.microsoft.com/en-us/outlook/CH100622121033.aspx .

Over and out!