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Checking your mailbox size

From: Outlook Web App (OWA) 2010 Essential Training

Video: Checking your mailbox size

So someplace in your organization there is an exchange server and in that exchange server there's a mailbox and that mailbox has a limit on its size. It could be pretty low or it could be very high depending on how your IT department has determined they want to support a lot of user storage. So I meet users who have a mailbox capped at 2 GB. I meet users who have a mailbox capped at 200 MB and I meet users that haven't reached their limit yet and I'm not sure why.

Checking your mailbox size

So someplace in your organization there is an exchange server and in that exchange server there's a mailbox and that mailbox has a limit on its size. It could be pretty low or it could be very high depending on how your IT department has determined they want to support a lot of user storage. So I meet users who have a mailbox capped at 2 GB. I meet users who have a mailbox capped at 200 MB and I meet users that haven't reached their limit yet and I'm not sure why.

So how do you find out how much space you are using in your mailbox? Now your mailbox is everything here, some people think it's just your inbox, but it's not. Its anything that's currently in Deleted Items or Sent Items or Drafts, it's your calendar appointments and contacts and tasks. But you don't want to try to manage the smallest things, what you care about is what the largest things are. To find out how much space your mailbox is taking up, just point towards your name or it might say your name dash (-) mailbox.

And right now, I'm using just slightly less than 26 MB of my mailbox space. I'm not going to worry about this yet. I surely have more room than this. But what if I'm close and what happens if I go over? Well, based on policies that are set in your organization, you will first get some email that say, hey! You've got too much stuff taking up space in your mailbox and you'll be encouraged to delete some things. There's also the ability to escalate that so that eventually if you don't clean some things out, you can't send or receive any more email, and you don't want it to get to that point.

So if you take a look and you are close on space what are the strategies that we can use to attack this? First, you don't want to waste your time getting rid of twenty small messages, when knocking two or three big ones out of the park would actually do exactly what you need. So I would begin normally in my inbox and I would choose to look at this a little bit differently. Rather than Conversations by Date, I'll turn off Conversations and say show me my inbox by size. So I have some medium things in it and some tiny things in it.

So again, getting rid of tiny things is not really going to help, maybe getting rid of some medium things. So what else is taking up space? Before I forget, I'm simply going to go back and change my default view back to what it was. Let's go to my Sent Items folder. This is also arranged by size and look, very large. There's actually a group this is called smart grouping that it's actually grouping them by size with descriptions like Very Large, Small, Tiny. There's actually a descriptor called Huge when you have things that are big enough.

So if I got rid of this one email here, it would be as if I had gotten rid of fifty in this category or thousands in this smaller category. So I have a couple of choices. One is I can open this up and I can say, oh! Okay well, this item here, I just want to get this gone. So I could either say, I don't need this email at all and delete it. Now when I delete it, here where is it going to go? Well it's going to go to my Deleted Items folder and by the way, that's still taking up space too.

So now, what I want to do is actually empty my Deleted Items folder and get rid of these items. This is the only big one, but I'm going to right-click my Deleted Items folder, choose Empty Deleted Items and say Yes. Now if you were watching an earlier movie you know that these deleted items actually are still in storage on a server, but they're not in my territory anymore, even though I could recover from there. So when I go take a look you'll notice that my mailbox is now half a meg smaller, because that one single file is gone.

So to find out your mailbox size, click here and to be able to manage your items to get rid of things efficiently, just switch to any view, arrange it by size and focus on removing the largest items you can that you can get rid off.

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This video is part of

Image for Outlook Web App (OWA) 2010 Essential Training
Outlook Web App (OWA) 2010 Essential Training

52 video lessons · 4319 viewers

Gini Courter
Author

 
Expand all | Collapse all
  1. 3m 24s
    1. Welcome
      1m 2s
    2. What OWA is and isn't
      2m 22s
  2. 15m 23s
    1. Logging in to OWA
      3m 21s
    2. Exploring the OWA interface
      5m 16s
    3. Exploring the light client interface
      4m 15s
    4. Comparing OWA light to the standard OWA interface
      2m 31s
  3. 15m 11s
    1. Composing a message
      5m 1s
    2. Checking spelling and setting message options
      5m 11s
    3. Attaching a file
      3m 8s
    4. Sending a message
      1m 51s
  4. 30m 45s
    1. Viewing messages
      6m 54s
    2. Printing messages
      4m 0s
    3. Downloading attachments
      5m 1s
    4. Replying and forwarding
      7m 43s
    5. Deleting and managing deleted items
      4m 0s
    6. Ignoring a conversation
      3m 7s
  5. 11m 54s
    1. Understanding tags
      3m 1s
    2. Creating and applying categories
      3m 52s
    3. Flagging items
      5m 1s
  6. 24m 59s
    1. Checking your mailbox size
      4m 5s
    2. Creating an inbox folder
      2m 29s
    3. Selecting and moving messages
      3m 31s
    4. Adding folders to favorites
      4m 28s
    5. Applying a filter
      5m 24s
    6. Searching for messages
      5m 2s
  7. 20m 17s
    1. Creating an email signature
      3m 59s
    2. Setting automatic replies
      8m 23s
    3. Changing your password
      2m 4s
    4. Creating inbox rules
      4m 50s
    5. Understanding notes
      1m 1s
  8. 21m 11s
    1. Viewing and printing calendars
      7m 4s
    2. Creating an appointment
      6m 4s
    3. Modifying and cancelling an appointment
      1m 57s
    4. Working with repeating appointments
      6m 6s
  9. 23m 24s
    1. Creating a meeting
      3m 22s
    2. Responding to a meeting invitation
      6m 0s
    3. Viewing responses
      2m 23s
    4. Updating a meeting
      8m 0s
    5. Creating repeating meetings
      3m 39s
  10. 8m 29s
    1. Sharing a calendar
      3m 19s
    2. Opening calendars belonging to others
      2m 25s
    3. Changing calendar sharing permissions
      2m 45s
  11. 17m 3s
    1. Creating a contact
      4m 16s
    2. Creating a group
      3m 24s
    3. Searching for a person
      3m 17s
    4. Importing or forwarding a contact or group
      4m 28s
    5. Creating a contact from an email
      1m 38s
  12. 14m 2s
    1. Creating a task
      4m 15s
    2. Viewing tasks and flagged items
      4m 2s
    3. Updating a task
      2m 41s
    4. Using repeating tasks
      3m 4s
  13. 1m 36s
    1. Next steps
      1m 36s

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