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Cleaning up email for Outlook

To see how much space your Outlook account is using and where the space is being used:

• Make sure your “Folder List” is visible (varies based on version of Outlook, in 2003 click “Folder View”, bottom left)
• Right click on “Mailbox – Your Name”
  
  
• Select Properties and you will see:
  
  
• Click the “Folder Size” button and see:
  
  

The total space used is on the third line(in the red rectangle), and the white box contains a breakdown of where that space is allocated.

Suggestions for cleanup

• always empty your Deleted items. They can still be recovered for up to 30 days.
• If your “sent mail” is very large, go into that folder and sort by size. Check the biggest items; perhaps there are large attachments that can be deleted. Chances are you copied them from somewhere in your own “My Documents” folder anyhow, and they are still there on your computer.
• If your JOURNAL is large, turn off journaling.
  

  Turn off Journal

  
  
  1. On the Tools menu, click Options.
  2. On the Preferences tab, click Journal Options.
  3. Under Automatically record these items, clear all the check boxes.
  4. Under Also record files from, clear all the check boxes. It is not necessary to clear the check boxes under For these contacts.
• If your Calendar is really large, check for unnecessary recurring appointments that can be deleted. If you can’t find any, and you sometimes open your account on a PC and sometimes on a MAC, call the Help Desk.