Best Practices Reference Guide for Managing Your Mailbox

The following techniques can help you organize your Outlook items so that you stay under your quota and you can still save all the messages and attachments that you really need. What is the Outlook Quota? The Outlook quota applies to the Outlook items such as messages, attachments, appointments, tasks, etc., that are in your mailbox on the Microsoft Exchange server. The standard size limit for Outlook mailboxes is 500 megabytes (MB). The following timeframe will be followed to reach the new mailbox size limit. Turner mailboxes have a 2 GB maximum size limit on the email system. Users that reach the maximum mailbox size will be unable to send email messages until they delete or move sufficient content to get below this limit. Incoming mail will not be affected.

What is taking up all that space? In Outlook, in the Folder List, right-click on your Mailbox and click Properties. Click on the Folder Size button to view your current mailbox size. You can go through this same procedure on each sub folder or item to figure out where all of the space is being used.

The size is listed in kilobytes (KB). 1000 KB is 1 MB. Make a note of: folders that you do not use folders that seem exceptionally large the size of your Deleted Items folder the size of your Sent Items folder the size of your Journal folder - it should be zero or very small

After noting folders to examine further, return to your Inbox.

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Take Action
Solving the problem involves a combination of deleting files and moving need files to other information stores. Here are a few questions to ask to help decide what to keep and what to delete: Does this email information relate to a current project Im currently working on? Can I find this information somewhere else, such as on a website, on the intranet, or from a coworker? Will I refer back to this information in the next 3 months? Am I required to keep it? Is it legal, HR or financial?

Delete Unneeded Items If your Deleted Items folder was not empty, right click on your Deleted Items folder and select Empty Deleted Items Folder. If your Journal folder was not zero, go to Tools > Options, then click the Journal button. Uncheck any checkboxes that are selected and click OK to turn the Journal off. Select the Journal folder in your folder list and delete any entries. If there are many entries, select Edit, Select All, then delete the files. Based on the notes taken during your folder size inspection, examine any large folders, or folders that are not currently in use: o Delete messages and folders that you no longer need by selecting them and clicking the Delete button on the toolbar. o Delete attachments that are no longer needed by right-clicking the attachment and choosing Remove. You can first save attachments to your local hard drive or a network drive by opening the message and choosing File, Save Attachments. o Click the Received column header to sort by Received Date. Check the oldest messages to see if they can be deleted. Identify large files in your mailbox by choosing Tools, Advanced Find, then click the More Choices tab. In the Size box, select greater than 500 and click Find Now. Delete any nonessential items. You can also choose Tools, Mailbox Cleanup, select Find items larger than 250 kilobytes and click Find.

Organizing Your Mailbox Add the Size field to your Inbox Seeing the size of each message as it is received may help you to delete large messages or move them to a personal folder before you are over quota. You can also click the Size column to sort by size so that your largest messages are displayed together. To add a Size field to your Inbox: With your Inbox active, right-click on any Inbox column heading. Select Field Chooser. Drag the Size field onto the Inbox column heading list

Empty Deleted Items Automatically To make sure that your Deleted Items are emptied each time you exit Outlook:

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Choose Tools, Options, and then click the Other tab. Verify that Empty the Deleted Items folder upon exiting is checked.

Recover deleted items or folders To give you more confidence to delete items, it is good to know that Deleted Items can be recovered for 7 days. So, when in doubt, delete. To recover recently deleted items: Click the Deleted Items folder to select it. On the Tools menu, click Recover Deleted Items. Select the items you want to retrieve from those displayed, and then click Recover Selected Items. The item will be returned to your Deleted Items folder. Deleted items contents are deleted every 10 days

Empty the Deleted Items folder to remove the deleted items from your mailbox and your Outlook quota.

Move Items out of your Mailbox

After you delete unneeded files, you can save attachments to emails where you can still access the information but the items do not count against your Outlook quota. Outlook attachments are the items that generally put users over the email limits. Types of Outlook Folders Different types of Outlook folders described below: Mailbox folders, Personal Folders, Jobsite mailboxes, and Public folders. Mailbox folders are folders within your Outlook mailbox used to organize your Outlook items. They can be accessed by you and by anyone to whom you give permission. Mailbox folders count in your Outlook file space quota. These include your Inbox, Sent Items, Deleted Items and any folders you create

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Mailbox folders are available to you whenever you open your mailbox, including when you use Outlook Web Access.

Jobsite Mailboxes Many business units have adopted the use of jobsite mailboxes for projects. These mailboxes allow the job team to store all jobsite related emails in one central location. This central storage allows easy access for teams that may come and go from the project. It also allows for easy E-Discovery in case of future litigation. Your local TSE can provide additional information regarding these types of mailboxes. The best part, the jobsite mailbox can store important emails instead of your personal mailbox, thus allowing you to reduce your mailbox storage Ways of using a Jobsite Mailbox Emails can be sent directly to the jobsite mailbox by including the mailbox in the CC line. Doing this guarantees the email is included in the mailbox and does not need to be stored by the user.

EXHIBIT 1

1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Compose a new email in Outlook. Add the jobsite email address to the Cc line item. Click on the Office Button at the upper left hand corner of the screen and select Save As. Under the line entitled Save as type select Outlook Message Format (*.msg) and save the file with the jobsite mailbox name on your C drive. Close the draft email. Go to your C Drive where you stored the .msg file. Without opening the file, click it and drag it to your Start bar (see example above of how it should look). Right click on the new mail icon in the Start bar and select the Properties. Click on the General tab. Type in the jobsite mailbox name in the white box and click OK. When you click this icon in the future, a new email window will open with the jobsite mailbox preloaded in the Cc line.

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Jobsite mailboxes can easily be added to your Outlook view

1. 2. 3. 4.

Office 2010 Click File Info Account Settings- Email tab Highlight Exchange, click Change Office 2007 Click Tools Account Settings Email tab Highlight Exchange, click Change Office 2003 Click Tools Email Accounts View /Change Highlight Microsoft Exchange, click Change Click More Settings button at the bottom, then on the Advanced tab, click Add

5. Type in the jobsite mailbox name and hit OK. The Mailbox will be added. 6. Click OK to complete. 7. See the new mailbox in your Outlook folder structure as shown below.

For ease of retrieving emails, Instant Search can be added to your computer when you open your Inbox. If you do not currently have this feature installed, follow the instructions below to install. The Instant Search feature will allow you to easily find any email you want to retrieve. Page 5 of 6

Enable or disable Instant Search

Turn on Instant Search Before Instant Search (Instant Search: A Search feature that provides search results quickly with word highlighting as you type. The Instant Search pane is always available in Mail, Calendar, Contacts, Tasks, Notes, Folder List, and Journal.) can be enabled in Microsoft Outlook 2010, Windows Search 4.0 or later must be installed on your computer. If Windows Search 4.0 is not installed, you are prompted to download the software when Outlook 2010 starts. Windows 7 Windows Search 4.0 is on by default. If you cannot use Instant Search, it might be that Windows Search is turned off. In Control Panel, click Programs, and then under Programs and Features, click Turn Windows features on or off. Select the Windows Search check box. Windows XP. See below:

Turn off Instant Search 1. 2. 3. 4. 5. Click the File tab. Click Options. Click Search. Under Sources, click Indexing Options. Clear the check boxes under Index messages in these data files.

1. Check if Instant Search is already installed by clicking the double down arrow next to the magnifying glass next to the Search Inbox window in the upper right corner. 2. If it is not, the file can be installed via this link: 1. http://www.microsoft.com/en-us/download/details.aspx?id=23 3. Open Outlook and click the double down arrow next to the magnifying glass next to the Search Inbox next to the Search Inbox window in the upper right corner.
Personal Folders Personal Folders contain Outlook items but are stored on your local hard drive and not on the Exchange Server. It is NOT ADVISED to create these type of folders. Personal Folders can become very large in size. As file size increases, the file can become unstable and easily corrupted. If this happens all email in the file is lost. Personal Folders are not allowed to be stored on Turner network servers. Unless the user is diligent about backing up their personal folder, there could only be one copy of the file.

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