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 3 GB per user. If you get a full inbox, you will have to either delete old mails or create an archive.
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E-mails older than a year are automatically archived. It is possible to shorten this limit.  
  
  
=== Finding the size of the inbox ===
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== Finding the size of the inbox ==
Unsure about the size of your 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:
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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[[File:mailbox-size.jpg|300px]]
  
  
=== Empty folder for Deleted Items ===
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== Empty Deleted Items folder==
 
You could save space by emptying the deleted items folder. Find the folder and right-click it. Choose Empty Folder.
 
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]]
 
 
 
=== Remove attachment ===
 
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]]
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[[File:mailbox-emptytrash.jpg|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:
  
=== Arkiv ===
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[[File:mailbox-removeattachment.jpg|400px]]
Outlook kan automatisk søke igjennom din postboks og arkivere eldre elementer i en egen fil.
 
  
1) Fil - Informasjon <br/><br/>[[Fil:Outlook2010N-Fil-Info.png]]<br/><br/>
 
  
2) Velg Verktøy for opprydding - Arkiver...
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== Archiving older messages ==
<br/><br/>
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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]].
<br/><br/>[[Fil:Outlook2010N-Rydd.png]]<br/><br/>
 
Viktig:: Det skal ikke stå C:\ eller D:\ foran filnavnet. Det blir nemlig ikke tatt sikkerhetskopi av det som lagres lokalt.
 
  
[[Fil:Outlook2010N-Arkiv.png‎]]<br/><br/>
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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.
  
===== Åpne Arkivfil / Datafil =====
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Right-click your "Inbox" in the list of mailboxes, and select "Properties":
1) Fil - Informasjon <br/><br/>[[Fil:Outlook2010N-Fil-Info.png]] <br/><br/>
 
  
2) Velg Kontoinnstillinger - Kontoinnstillinger<br/><br/>[[Fil:Outlook2010N-Kontoinnstillinger.png]] <br/><br/>
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[[File:mailbox-inboxproperties.jpg|300px]]
3) Velg Datafiler <br/><br/>
 
[[Fil:Outlook2010N-Datafiler.png ]]<br/><br/>
 
  
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Then choose how old messages you want Outlook to Archive:
  
==Thunderbird/Unix==
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[[File:mailbox-onlinarchiveproperties.jpg|300px]]
  
Har man e-posten på Unix-systemet,  ligger begrensningen på  hvor mye plass man har på hjemmeområdet totalt. Uansett bør man
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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.
ikke ha for mye data i e-postsystemet, da det fører til at systemet går treigere både for seg selv og andre.  
 
  
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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.
  
==Generelle tips==
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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!
  
*Har man mulighet til det, bør  man (om nødvendig) lagre spesielt store vedlegg et annet sted, og så slette vedlegget eller
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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.
meldingen fra e-postsystemet.  
 
  
*Vedlegg som er store og/eller skal sendes til mange mottakere kan enkelt lastes opp til en tjenermaskin for nedlasting via
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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!
vev. Gå til http://vedlegg.uib.no
 
 
 
*Generelt kan man i de fleste e-postprogrammer (inkl. Outlook og Mozilla) klikke på kolonneoverskrifter  for å sortere på
 
størrelse eller meldinger med/uten vedlegg, og slik få fjernet det som tar mest plass.  
 
 
 
*Flytt e-post til andre e-postmapper, og unngå for stor innboks. Man kan sortere på f.eks. dato, tema eller avsender. Men dette
 
reduserer selvsagt ikke den totale plassen man benytter til e-post. Sletting av e-post man ikke trenger å ta vare på, kommer i
 
tillegg.
 
 
 
*Husk å fjerne e-posten fra mappen med slettet e-post. Ellers ligger e-posten fortsatt på serveren.
 
 
 
*Hvis du ikke har Exchange-konto, må du utvide diskplassen på Unix-området ditt (W:). Det kan din Sebra-godkjenner gjøre for deg
 
  
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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]]
 
[[Category:Email]]
 
[[Category:Email]]
 
 
[[Category:User guides]]
 
[[Category:User guides]]
 
[[Category:Outlook]]
 
[[Category:Outlook]]
 
[[Category:Email]]
 
[[Category:Email]]
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[[no:Full innboks]]

Latest revision as of 08:28, 6 August 2020

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.