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.

Never open a suspicious attachment, especially from someone you don't know!

All email is checked for viruses before it gets to your INBOX, but sometimes they sneak through anyway, especially when they are very new - in the time before the anti-virus vendor releases the correct definitions.

Your desktop Outlook automatically prohibits you from opening the most dangerous types of attachments. NOTE, there is nothing we can do about it. .. it's just the way Outlook is programmed and it is not tailorable. What you'll see is:

You can ask your sender to rename the attachment and resend the item, or if you have a non-Outlook account, you can forward the item to that email address.

If you are not sure about an attachment, update your virus definitions, save the attachment to your computer, and scan the saved attachment by right-clicking and and selecting "Scan for Viruses…"

Spyware is more often the result of web surfing than email so be careful where you surf. Don't click on any links in email that seem suspicious or make an offer "too good to be true". Don't click on pop-up ads or install software from the web.

Note that your desktop support person can install products which will help detect and delete spyware. Call the Help Desk (x2371) for information.

Any suspicious items can be placed in the Spam Dropbox for inspection by technical staff.