Question: I am getting a message that my email is full and I need to delete things. I usually delete 80% of all email I receive. Some things, however, I have to keep regarding funding, etc. from other colleagues, etc. Is there a way I can get more space in my email, or can you help me with reorganizing things. I would appreciate any help/suggestions regarding this matter.
Answer: There are a number of things you can do to manage your mail and clear space.
- First, check what part of your mail is taking up the most space. In Outlook 2010 you can go to File > Info > Mailbox Cleanup and click View Mailbox size. You’ll see the various parts of your email to determine which folder is taking up the most space. In most cases it is the inbox or sent folders.
- Then go to those folders and sort by size. You’ll see the largest messages (usually with attachments) listed at the top. To get the most space quickly, you can delete those messages, or just remove the attachments from the message if the attachment is no longer needed, or you can save the attachment first into a folder on your computer and then delete the message or attachment. Doing this for very large messages will save you much space.
- You can also move messages to a computer network folder and then delete the messages from your email. You are unable to move folders to the network, but you can create a folder on the network drive and then move several messages to it (by sleecting messages using Shift or Ctrl when clicking). If you need to refer to the message at a later time, you would need to have the Outlook client on your computer in order to open those messages from the network drive. After deleting those “enormous” messages from your Mail, it can significantly reduce the size of your mailbox. (Gotcha: when you move messages to the network drive, the dates associated with the file is the date you moved the messages, so you won’t be able to sort by date of the message). You can, however, still search for dates or other text in the messages.
- An even better option is to convert messages to PDF. This saves messages on individual pages of a PDF, along with any attachments. It does not require the Outlook client to open the messages. You must have Adobe Acrobat X installed (not Adobe Reader). Once the messages are converted to PDF, you can delete the messages from your email.
For more cleanup and management tips, come to ITS’ Outlook Tools and Rules on April Fools, 4/1 from 1-2 p.m. Click here to register or email firstname.lastname@example.org or 402-559-7284. You can find more tips here.
Question: I’m getting messages that my email space if over half full, so I plan to spend some time over the holidays deleting emails. Can you provide any suggestions to speed this process?
To gain back the most space quickly, delete your largest messages first. You may want to start with your Sent Items folder first and sort by size and start deleting, then repeat with other folders. When sorting by size you should see the largest messages at the top, which in your Sent Items folder usually contain attachments. If you don’t need the message, delete it. If you need the message, you can just remove the attachment with the Outlook client, especially since you probably have it already on your computer if it is in your sent items folder. Just click on the attachment in the preview pane or from an open message and select Remove. You also can save attachments from this option.
From the web
If you use Outlook Web Access (OWA), you will need to save the attachment to your computer and then delete the message, as you are not able to remove just the attachment from a message in OWA.
Drag and Drop tips and Convert to PDF
From the Outlook client, you also can “drag and drop” messages to your network folders or convert messages to PDF. Then you can delete the messages to free up space and still be able to refer to later.
Learn more email management and productivity tips in Wednesday’s Outlook session at 1 p.m. in 8011 Wittson Hall. A “Drop-in Help” session will follow from 2:30 to 3:30 p.m. No registration is required.
Click here for even more email management and productivity tips.
We often get questions about something not working as it is supposed to with Microsoft Outlook. These often deal with working with shared calendars. After researching and applying several solutions, we often discover the best solution to try is to close and restart Outlook. Below are a series of steps to try when troubleshooting Outlook.
- Close and reopen Outlook
- Check Outlook on the web to see if you have the same issue. This will determine if it is a workstation problem or Outlook or server issue.
- If Outlook web works correctly, sometimes rebooting your computer fixes the problem.
- Check Outlook options to see if features are enabled/disabled
- In a few cases it has required reconfiguring your Outlook profile (call the ITS Helpdesk 402-559-7700 for that).
- We often “google” problems and come up with similar problems and find solutions that way also.
- We also try to post questions and answers on our LearnIT blog, so don’t forget to search our blog for solutions.
Question: I need to help managing someone else’s email account and would like to have the link appear on my task pane. The other person gave me access on the Access and Delegation properties/permissons, but I cannot access it.
Answer: There are many security measures Outlook has in place to keep people from being able to access your entire mail database. The steps are more involved than for sharing calendars or for generic accounts.
The other person needs to give you permission to his/her mail database and then the specific folders desired. Do do this, the owner of the other account must right click on his/her email@example.com and select Folder Permissions and add you with the desired permissions. This must be done for every folder (inbox, sent, drafts, etc). What is nice about this, you could have just one folder available for others to use, such as a “special project” folder but not give permission to anything else in your mail. This helps assure additional security from others being able to see all of your mail database.
To dock the account onto your task pane, you must go to:
- File > Account Settings > Account Settings
- Click Change (next to repair)
- Click More settings (lower right)
- Click the Advanced tab
- Add the person’s username and click OK,
- Click Next, and then Finish.
You should now see the other person’s name in your task pane and if given any permissions as explained above, you should be able to access the folders.
Turn off “read” status when using the reading pane
Question: When I get an email, I have a reading pane open so I can read the email without opening it. If I move my curser to another email, the previous email changes from a unopened email to an opened email. I don’t like this feature and would like to turn it off.
Answer: If you are using Outlook 2010, you can select View > Reading Pane > Options. Then make sure to uncheck the top two boxes next to “Mark items as read when viewed in the Reading Pane” and “Mark item as read when selection changes.” If using Outlook 2007 select Tools > Options > Other tab > Reading pane. In Outlook web access you can change by going to Options > Settings > Mail and unchecking first two Reading Pane options. With Outlook 2011 for the Mac, you can find this under Outlook > Preferences > Reading (under Email) and select one of three options under Mark mail as read.
You can also right click on a message and select Mark as read or unread. In addition, you might also find the shortcut keys Ctrl Q (read status)and Ctrl U (unread status) useful when changing from read to unread status when using Outlook 2007, 2010 or OWA. With Outlook 2011 you use Cmd+T to mark select messages read or Shift +Cmd+ T to mark as unread.