There are many things that can help you keep your mailbox to a reasonable size
so that you can avoid many quota issues. These tips will also help
you keep your email well organized and free from junk email.
To help keep your mailbox size down, you can delete old and unwanted messages from
your mailbox and empty the Deleted Items, Sent Items, and Junk Email folders.
Also, by moving the appropriate contents of your inbox and other folders to your
Personal Folders in Outlook, you will help save your allotted storage space on
the server for new, incoming messages.
You can also keep your mailbox free
from SPAM and other junk email by following some basic Anti-Spam Mail Techniques
.
You should now check the quota that you have for your mailbox.
Step 1: To do this, log into the eRaider
website at http://www.eraider.ttu.edu/.
Step 2: Once you have logged in, click on the
Manage your eRaider Account link.
Step 3: The eRaider manager window will now open. You should now click on the TechMail button on the left hand side of the
screen.
Step 4: The TechMail information screen will now open on the
right. Your quota will be listed near the bottom on the line that
says Storage Limit: This is the amount of storage space that you have
allocated to you on the server.
Step 5: You can now close the eRaider manager and
website.
Step 6: Now compare the Storage Limit to the Folder size from
the previous section. If your folder size is larger than the Storage
Limit, your email account will be "over quota" and will not be allowed to
function until the size has been reduced.
A feature of Outlook is the auto-archiving of mail items. This process
is very important because it is very possible that all of the mail items you
need won't fit into the limited space on the Exchange server. The
Auto-archive process takes the oldest mail items and transfers them to a
personal file folder on your computer hard drive. Thus, auto-archiving is
very useful in the maintenance of your Exchange account.
NOTE: If
you are using cached exchange
mode in Outlook 2003, it may be necessary to disable it and then re-enable it
after sending/receiving once to allow synching with the server.
The following steps show how to set up the auto-archiving process.
Step 1: Select Options from the Tools menu in Outlook.
(Figure 1)
Figure 1. Options selection from the Tools menu.
Step 2: When Options is selected, the Options window appears
with many tabs, including one for Other. Select the Other tab.
Figure 2. Options window with tabs for each set of options.
Step 3: When the Other tab is selected, the following contents
(Figure 3) appear. Click the AutoArchive... button to control the settings
for auto-archiving.
Figure 3. Other tab contains button to select AutoArchive
options.
Step 4: The resulting settings for autoarchiving appear (Figure
4). There are many options available for the auto-archiving process.
These include setting the interval for the AutoArchive process to occur.
(In this instance, it is set for every 14 days.) You can also let
AutoArchive run silently in the background without bothering you during the
process. You can also choose the location of the archive folder, i.e.,
where you want your old contents stored. Other options can be seen by
examining the window in Figure 4.
Once your settings are set, just click the OK button in Figure 4.
Figure 4. AutoArchive settings window.
Step 5: You can set individual archiving behaviors for each
folder in your Exchange server account. Just go to the folder view of your
Exchange server mailbox. (Hint: If you don't see it, just select
Folder List from the View menu in Outlook (Figure 5), and the folder list view
of the Exchange server will appear (Figure 6).
Figure 5. Select Folder List from the View menu to make folder view
appear or disappear.
Figure 6. Folder view of the Exchange server mailbox.
Step 6: Click any folder with the right mouse and select
Properties from the pop-up menu to open the Personal Properties window (Figure
7), where individual behaviors/properties for that folder are set.
Figure 7. Properties windows for a particular folder in the Exchange
server mailbox. In this case, the folder name is "Personal".
Step 7: Select the Auto Archive tab from the Properties window
to set the Archiving for each folder individually. As seen in the figure
(Figure 8), you can choose to not archive a folder, or use default or custom
settings (set in this window.) After changing the settings, just click the
OK button to save the settings.
Figure 8. AutoArchive properties for an individual folder in the
Exchange server mailbox.
