The Outlook quota applies to the Outlook items such as message and attachments that are in your mailbox. It does not apply to any personal folders or archive folders (.pst files). Is a quota increase possible? Usually, mailbox management techniques are successful and Outlook quota increases are not necessary. Please implement all the mailbox management techniques before requesting a quota increase. In some special circumstances a quota increase is approved. What is taking up all that space? The size is listed in kilobytes (KB). 1000 KB is 1 MB. Make a note of:
After noting folders to examine further, return to your Inbox. Take ActionSolving the problem involves a combination of deleting files and moving files to other “information stores,” either personal folders or archive folders. Delete Unneeded Items
Move Items out of your MailboxAfter you delete unneeded files, you can move items to “personal folders” or “archive folders” where you can still access the information but the items do not count against your Outlook quota. Types of Outlook Folders Mailbox folders are folders within your Outlook mailbox used to organize your Outlook items. They can be accessed by you and by anyone to whom you give permission.
Personal Folders contain Outlook items but are stored on your local hard drive or on your network space, for example, on your P:\ drive. Personal folders are well suited to store data that you need to access from your office workstation but not from home or when you are traveling. They are excellent for long-term archival-type storage.
Creating a Personal Folder To move items from your Outlook mailbox into a personal folder, first create a personal folder:
The new Personal Folder will be displayed in your folder list. You can move messages or folders from your Outlook space to your local hard drive or network drive simply by dragging them from the Information Viewer onto the folder. You can add to the Personal Folder at any time in the future. The Outlook items in the Personal Folder are available to you only when the local drive or network drive is available to you. If you use Outlook from another computer or Outlook Web Access, items in a Personal Folder are not available.
Note: Be sure to backup your Personal Folders if they are not on a network drive. Copying to a CD or a zip disk is a good option.
Manual Archive
Organize for Future Easy MaintenanceAdd the Size field to your InboxSeeing the size of each message as it is received may help you to delete large messages or move them to a personal folder before you are over quota. You can also click the Size column to sort by size so that your largest messages are displayed together. To add a Size field to your Inbox:
Empty Deleted Items AutomaticallyTo make sure that your Deleted Items are emptied each time you exit Outlook:
Recover deleted items or foldersTo give you more confidence to delete items, it is good to know that Deleted Items can be recovered for several days. So, when in doubt, delete. To recover recently deleted items:
Use Rules to move files automaticallyYou can use rules to send messages to folders automatically. Sending routine messages, such as list serv messages, to a personal folder can minimize messages in your mailbox. To create a rule, choose Tools, Rules Wizard and follow the prompts. Rules to Personal Folders are client-only rules because you must be logged in with the personal folders available. Use Personal FoldersKeep a personal folder listed in your folder list to make it easy to move files from your Outlook Mailbox to the personal folder. Follow the instructions above to add a personal folder to your folder list. Archive Your Outlook ItemsArchive your Outlook mailbox on a regular basis to move files from your Outlook mailbox to the archive folder. Use the File, Archive command to manually control over which folders are archived. Use the AutoArchive feature to automatically move files in specified folders to the archive folder. AutoArchiveThe AutoArchive feature automatically moves or deletes items in specific folders whose Modify date is prior to the specified archive date. (The Modify date is not the same as the Received date that is displayed by default.) You can automatically archive individual folders, groups of folders, or all Outlook folders. The process runs automatically whenever you start Outlook. The AutoArchive properties of each folder are checked by date, and old items are moved to your archive file. Items in the Deleted Items folder are deleted. AutoArchive is a two-step process.
Some Outlook folders are set up with AutoArchive specified. These folders and their default aging periods are:
Inbox, Notes, Contacts, and Drafts do not have AutoArchive activated automatically. |
What is the Outlook Quota? Print
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