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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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