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Outlook - "Your mailbox is almost full" message


If you're simply curious as to how much space you have left, you can easily check with Outlook 2013. Click on File at the top left of the window, and you will be on the Info tab. One of the items on the right is the Mailbox Cleanup button, with a handy bar graph of how much space you are currently utilizing.

The Cleanup Tools button also has some other useful tools in it, but they are a bit outside of the scope of this article. If you would like more information on Archiving, please contact Digital Services or the Trainers to get an Archive set up!

If you get a message like this:

You will need to clean up your mailbox a bit. Once it hits the 2GB limit, you will not be able to send or receive email messages! Luckily, Outlook has some built in filters to help you find large messages that are taking up a lot of space.

On the left side, you will see your email folders. At the bottom of the list, there will be a Search Folders heading. Click the triangle next to it and then select Large Mail.

Your main display will start searching through your email to find large messages. The largest messages will be at the top, in decreasing size down. It also shows you what folder the email is in.

Now, you have some options. If you don't need the email message anymore, simply delete it by clicking on the message itself, and then pressing the delete key. When you are all done, be sure to empty your Deleted Items folder as that also counts against your 2 GB quota!

If you DO need the message still, but have already saved the attachment to another location (G:\ drive, M:\ drive, etc.) you can easily remove the attachments themselves from the message.

Simply open the message, and then RIGHT click on the attachment and choose Remove Attachment. This will preserve the message, but delete the large files that are taking up your space! When done, the message will ask you if you want to save the changes. Choose Yes.

Many times, the area that winds up taking the most space is the Sent Messages folder. We would recommend that if you don't need to keep a copy of your sent messages from yesteryear, delete them! Many times you may not need anything older than a month or so. All of these messages count towards your total, so the more you can clean out, the smaller your mailbox gets!

As always, if you need any assistance with this process, please give Digital Services a call at x4600.

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