| || ||
Keep Outlook e-mail under control
Personal folders, shown on the left hand side of the screen, allow
Outlook users to store and organize e-mail messages.
"Your mailbox has exceeded the size limit
set by your administrator."
Few messages aggravate computer users
more than a notice that their e-mail
programs are overweight. In many cases, it
means they cannot send or receive new
mail. It generally affects people who use
Microsoft Outlook, which is widely used
on campus. How do you avoid it?
"People think of Outlook as a single file
cabinet for their mail," said Scott Mitchell,
computing resources. "They really have
two cabinets. The first cabinet, which
contains your incoming messages, resides
on the Outlook Server. The second cabinet
contains your Personal Folders. It resides
on your own hard drive, or departmental
Mitchell said the secret is to minimize
the number of messages on the Exchange
Server and to save important messages to the
hard drive or local file server.
"You get that annoying message
because your space on the e-mail server is full,"
Mitchell said. "There's still plenty of space in your
personal folders, so you should periodically move
your important messages over there."
Mitchell suggests that users move their messages
to their Personal Folders. Folders should be labeled by
topic and location. Messages are moved the same way
files on a computer are moved.
People who use Post Office Protocol (POP) e-mail
receive e-mail differently. Messages are downloaded
directly to their hard drives so mailbox size is less
often an issue. Eudora, Outlook Express, and
Netscape are commonly used with POP mail.
Outlook also can be used for POP.
Mitchell said that e-mail messages, no matter
where they are kept, should be backed up. Servers are
usually backed up nightly. E-mail stored on an
individual computer needs to be backed up by the
More tips for Outlook users:
- Deleted Items. Remember that a message doesn't
vanish when you delete it. It goes to your Deleted
Items folder where it still counts against your
mailbox limit. To get rid of deleted messages,
right-click on the Deleted Items folder and select
Empty Deleted Items folder. You also can configure
Outlook to empty this folder every time you
shut down the program. Begin with Options on
the Tools menu.
- Sent Items. By default, Outlook keeps copies of all
your sent mail in the Sent Items folder. Don't
forget to clean out that folder as well.
- Journal. The Journal folder automatically records
an entry each time you open a Microsoft Office
document. The size of each entry is 4 kilobytes,
which is larger than most e-mail messages.
Computing resources recommends disabling
Journal. Select Options from the Tools menu.
Then click the Journal Options button and clear all
of the checked boxes on the Journal Options page.
- Mailbox size. You can display the size of all
messages and their attachments. This helps
identify which ones are the largest. Any folder that
you open can be modified to display many types of
information, including "from," "subject" and
"date." Include the "size" column in any folder you
are viewing by adding it to the list of fields to be
displayed. These fields can be changed for each
folder. To add new fields of information, right
click on the bar that lists the fields and select
Customize Current View from the menu that
appears. Click on "fields" and add any fields you
wish. You also can view your current server
cabinet size by checking the folder size properties.
For PC users, right click on the folder called
Outlook Today and select Properties. Then select
the Folder Size button. For Macintosh users, turn
the Folder Size property on by selecting File, then
Folder, then Show Folder Size.
- Attachments. Messages with attachments are likely
to be taking up the most room, so look for the
paper clip symbol that indicates an attachment.
You can click the paper clip symbol in the column
headings to sort attachment-bearing messages to
the top or bottom of the window.
- Rules Wizard. You can use the Rules Wizard
under the Tools menu to automatically handle
selected messages. You can select the conditions to
be met and the actions to be automatically taken
by Outlook through choices the wizard presents
through its menus.
For more information or assistance, contact the
triage desk in computing resources at ext. 7-2069.