Difference between revisions of "Full inbox Outlook"

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[[no:Full innboks]]
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[[Outlook Outlook users]] who have their mailbox stored on UiB's servers ("Exchange on-premise"), have a max mailbox capacity of 5 GB. If your inbox is getting full, you will have to either delete old mails or create an archive.  
Outlook-users ([[Outlook]]) have an inbox with max capasity of 5 GB per user. If you get a full inbox, you will have to either delete old mails or create an archive. NOTE: If you don't have an Exchange-account, you will need to expand your Unix-directory (W:). Your Sebra approver can do this for you.  
 
  
E-mails older than 2 years are automatically archived. It is possible to shorten this time. You can read more about this: https://it.uib.no/Exchange-arkivering
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E-mails older than a year are automatically archived. It is possible to shorten this limit.  
  
If your inbox is still full, you can manually archive it yourself
 
  
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== Finding the size of the inbox ==
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Unsure about the size of your inbox? In Outlook, go to the File meny, where you may see you mailbox size:
  
=== Finding the size of the inbox ===
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[[File:mailbox-size.jpg|300px]]
Unsure about the size of your inbox?
 
In Outlook, go to File -> Info and find the size below the box for Mailbox Cleanup.  
 
  
[[File:size0.PNG|150px]] [[File:size.PNG|400px]]
 
  
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== Empty Deleted Items folder==
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You could save space by emptying the deleted items folder. Find the folder and right-click it. Choose Empty Folder.
  
=== Empty folder for Deleted Items ===
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[[File:mailbox-emptytrash.jpg|250px]]
You could save space by emptying the deleted items folder. Find the folder and right-click it. Choose Empty Folder.
 
You can do this both in the archive and for the mails on the server.  
 
  
[[File:empty.png|250px]]
 
  
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== Remove attachments ==
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You can save a lot of space by deleting attachments from the email. If you need the attachement for later, you should save it somewhere else (your home directory would be the obvious choice) before deleting it.
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To delete the attachment, right-click it and choose Remove Attachment:
  
=== Remove attachment ===
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[[File:mailbox-removeattachment.jpg|400px]]
You can save an attachment in your directory and then delete the attachment from the email to save space in your inbox. To delete the attachment, right-click it and choose Remove Attachment
 
  
[[File:delete.png|200px]]
 
  
TIP: If you want to send a large file or have an attachment your want to send to many recipients, then you should upload the file to http://vedlegg.uib.no. You will get an email with a link to the attachment that you can send out.  
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== Archiving older messages ==
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A UiB policy has configured Outlook to automatically archive emails that are older than one year in the separate [[Exchange Online Archive]].
  
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If your inbox is running full, you may shorten the time, so that e.g. all messages older than six months are archived in this way.
  
=== Archive ===
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Right-click your "Inbox" in the list of mailboxes, and select "Properties":
You can setup Outlook to automatically archive emails that are older than a certain date. Go to File -> Info and click Cleanup Tools. Choose Archive... from the list.
 
  
[[File:archive0.png|400px]]
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[[File:mailbox-inboxproperties.jpg|300px]]
  
Choose what folders you want Outlook to archive, and what emails it should archive.
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Then choose how old messages you want Outlook to Archive:
After that you choose a destination for your file, please choose your W:-directory (Unix directory). Do NOT choose C:\ or D:\. Click OK.
 
  
[[File:archive1.png|300px]]
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[[File:mailbox-onlinarchiveproperties.jpg|300px]]
 
  
=== Open archive file / Data Files ===
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You will find "Online Archive" as a separate mailbox in the list og mailboxes and folders both in Outlook and in kalender.uib.no. Please see [[Exchange Online Archive]] for more information.
To open an archive file or data file, go to File -> Info -> Account Settings and choose Account Settings...
 
  
[[File:openarchive0.png|400px]]
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=== General tips ==
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* If possible, save particularly large attachments elsewhere, and then delete the attachment from the e-mail system.
  
Choose the tab for Data Files and Click Add...
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* Consider sharing files in other ways (eg from [[OneDrive]]) instead of sending them as email attachments. This is especially important for large files!
  
[[File:openarchive.png|400px]]
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* In in most e-mail programs (incl. Outlook and Mozilla) you can click on column headings to sort by size or messages with/without attachments, and thus find messages that take up most space.
  
Find your archive file and open it. You will find your archive in the navigation pane on the left side in Outlook.
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* Move messages to other email folders, and avoid a full inbox, you may sort on e.g. date, subject or sender ('From'). Of course, this does not reduce the total space you use for e-mail. It is always wise to deleting emails you do not need to keep!
  
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* Remember to remove the email from the deleted email folder. Otherwise, the email is still on the server and takes up space.
 
[[Category:User guides]]
 
[[Category:User guides]]
 
[[Category:Outlook]]
 
[[Category:Outlook]]
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[[Category:Outlook]]
 
[[Category:Outlook]]
 
[[Category:Email]]
 
[[Category:Email]]
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[[no:Full innboks]]

Revision as of 07:26, 6 August 2020

Outlook Outlook users who have their mailbox stored on UiB's servers ("Exchange on-premise"), have a max mailbox capacity of 5 GB. If your inbox is getting full, you will have to either delete old mails or create an archive.

E-mails older than a year are automatically archived. It is possible to shorten this limit.


Finding the size of the inbox

Unsure about the size of your inbox? In Outlook, go to the File meny, where you may see you mailbox size:

Mailbox-size.jpg


Empty Deleted Items folder

You could save space by emptying the deleted items folder. Find the folder and right-click it. Choose Empty Folder.

Mailbox-emptytrash.jpg


Remove attachments

You can save a lot of space by deleting attachments from the email. If you need the attachement for later, you should save it somewhere else (your home directory would be the obvious choice) before deleting it. To delete the attachment, right-click it and choose Remove Attachment:

Mailbox-removeattachment.jpg


Archiving older messages

A UiB policy has configured Outlook to automatically archive emails that are older than one year in the separate Exchange Online Archive.

If your inbox is running full, you may shorten the time, so that e.g. all messages older than six months are archived in this way.

Right-click your "Inbox" in the list of mailboxes, and select "Properties":

Mailbox-inboxproperties.jpg

Then choose how old messages you want Outlook to Archive:

Mailbox-onlinarchiveproperties.jpg

You will find "Online Archive" as a separate mailbox in the list og mailboxes and folders both in Outlook and in kalender.uib.no. Please see Exchange Online Archive for more information.

= General tips

  • If possible, save particularly large attachments elsewhere, and then delete the attachment from the e-mail system.
  • Consider sharing files in other ways (eg from OneDrive) instead of sending them as email attachments. This is especially important for large files!
  • In in most e-mail programs (incl. Outlook and Mozilla) you can click on column headings to sort by size or messages with/without attachments, and thus find messages that take up most space.
  • Move messages to other email folders, and avoid a full inbox, you may sort on e.g. date, subject or sender ('From'). Of course, this does not reduce the total space you use for e-mail. It is always wise to deleting emails you do not need to keep!
  • Remember to remove the email from the deleted email folder. Otherwise, the email is still on the server and takes up space.