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Office of Information Technology (OIT)

UT Arlington
OIT: Office of Information Technology

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E-Mail Management

Description:

E-mail has become a large part of the daily communication of the working professional. Good e-mail management follows many of the same practices as good time management. This page provides the following tips to assist with effectively managing your e-mail.

MONITOR YOUR MAILBOX SIZE

MS Outlook allows you to quickly check your mailbox size to see which folders are using the most space. Then, you can use that information to target specific directories that may need to be managed.

MS Outlook 2007:

  1. Right-click on your mailbox name from the list of mail folders on the left and go to Properties.
  2. Click on the Folder Size button.
  3. Note the Total Size field. It should be less than your total allotted quota limit.
  4. Scroll through the list of folders to determine which ones are taking the most amount of space.

MS Outlook 2010:

  1. Right-click on your mailbox name from the list of mail folders on the left and go to Data File Properties.
  2. Click on the Folder Size button.
  3. Note the Total Size field. It should be less than your total allotted quota limit.
  4. Scroll through the list of folders to determine which ones are taking the most amount of space.

When monitoring mailbox size:

  • Remember to look closely at each size. 1,000 KB is roughly equal to 1 MB. 1,000,000 KB is roughly equal to 1GB.
  • The new faculty/staff e-mail quota limit is 3,000,000 KB or 3 GB.
  • Check your Sent Items and Deleted Items folder periodically. When you send an e-mail, a copy of it is saved in your Sent Items folder and when you delete an e-mail it only gets moved to your Deleted Items folder. Both of these folders count against your quota. Remember to delete e-mails from your Sent Items folder and then empty out your Deleted Items folder.

USE PERSONAL FOLDERS

Personal Folders are a great way to organize your mail and, if you receive numerous emails daily or large attachments regularly via email, personal folder can also relieve quota issues in your Exchange mailbox. E-mails saved in Personal Folders do not count against your Exchange mailbox quota because they are stored externally. Personal folders can be created such that they reside on your local hard drive or an external hard drive. Learn more about creating personal folders in Outlook 2007 and Outlook 2010.

Personal Folders should NOT be stored on your J:\ drive or departmental servers, per Microsoft.  For more information regarding this restriction please refer to the Microsoft's support page: Personal Folder Files are not Supported.  The recommended storage locations are your local hard drive or an external hard drive.

CREATE SUBFOLDERS

Subfolders are folders you can create to organize or group e-mails within a certain folder. For example, you can create subfolders underneath your inbox to house e-mails related to a specific topic or event. Subfolders are typically created underneath the Inbox, Sent Items, and/ or Deleted Items folders in Outlook. When created underneath one of these standard Outlook folders, e-mails stored within the subfolders WILL count against your mailbox quota. However, when created underneath a Personal Folder, e-mails stored in subfolders WILL NOT count toward your mailbox quota.

  1. Right-click on the folder you want to organize.
  2. Click New Folder.
  3. Enter a name for the folder in the Name field.
  4. Leave Mail and Post Items in the Folder contains box.
  5. In the Select where to place the folder list, click the location for the folder.
  6. Click OK.

REMOVE FILES (ATTACHMENTS) FROM YOUR MAILBOX

One way to manage your mailbox quota is by moving large attachments sent through e-mail to your hard drive or J drive. Often attachments are left in messages long after their usefulness has expired, and yet they still count against your mailbox quota.

A way around this dilemma is to save large attachment(s) to an external location and then delete the e-mail from your Inbox and Deleted Items folders. Follow the steps below to save your attachments from an e-mail.

  1. Open the message that contains the attachment.
  2. Right-click on the attachment and choose Save As.
  3. Choose an appropriate location (computer hard drive, j drive, flash drive, etc) for the attachment, and click Save.
  4. Close and/or delete the e-mail message.

USE MAILBOX CLEANUP TOOLS

The Mailbox Cleanup tool is available in MS Outlook to assist with managing the size of your mailbox. Use it to quickly search for large or older e-mails, empty the deleted items folder, or move e-mails to an archive file. Follow the steps below to launch the Mailbox Cleanup tool in MS Outlook 2007 or 2010.

MS Outlook 2007:

  1. Click on Tools in the Menu Bar.
  2. Select Mailbox Cleanup.
  3. The Mailbox Cleanup dialog box will appear.

MS Outlook 2010:

  1. Click the File tab.
  2. Click the Cleanup Tools button.
  3. Select the task you want to perform: Mailbox cleanup, Empty Deleted Items Folder, or Archive.
  4. The appropriate dialog box will appear.

USE RULES TO MANAGE E-MAILS

We usually receive class or job related e-mails that have some things in common, such as words in the subject, sender address, etc. You could set up a rule to automatically redirect these e-mails to an outlook folder, subfolder, or personal folder to keep your Inbox less cluttered and avoid going over your e-mail quota.

Keep in mind that rules setup in MS Outlook run only when you have Outlook open. Mails can still clog up your inbox if Outlook's not open on your computer and processing the messages. Learn more about creating rules in Outlook…

ARCHIVE E-MAIL

Archives are e-mail folders which reside in a different location than the rest of your e-mail. Archives should be created when information has to be kept for a long period of time, but does not need to be instantly accessible. Archives should be treated like any other important file -- backed up regularly and to remote sites.

Outlook will automatically save your archive to a folder on your local hard drive. Other options include, but are not limited to, removable hard drives, flash drives, DVDs, and MavSpace.

Archives can be accessed through your e-mail client; however, archives are not tied to an e-mail account. As such, they are not accessible from other machines which do not have a copy of the archive file. Archive files stored on transportable devices like flash drives, DVDs, or web space can be accessed from anywhere as long as you have the device with you.

Available To:

  • Departments and Offices at UT Arlington
  • Retirees
  • Faculty (currently appointed) and Staff

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