To begin the configuration process, click the AutoArchive button. An archive folder is just an offline personal folder that automatically moves email based on date.ĪutoArchive is a two-step process: Step 1 - How often do I want to archive? It allows you to save older emails without hogging space in your Exchange mailbox. AutoArchivingĪutoArchiving is a built-in feature in Outlook that automatically moves files from your Exchange server to a personal folder file on your computer. However, since that email now only resides on a particular computer, if you are using a different computer or are using Outlook Web Access, you cannot see emails saved in your pst file. Your Personal Folder will appear in the Folder List.īecause offline personal folder files are saved on your personal computer, you can allow them to get very large and not worry about filling your Exchange mailbox.Next, give your Personal Folder the name that will appear in Outlook.Put it somewhere you will be able to find it, like My Documents. A window will appear asking where you would like to save your Personal Folder.You can move email from your Exchange mailbox to your own computer so that your mailbox on the server remains smaller than the designated 100 MB (students) or 200 MB (faculty/staff) of space.įor more information go to Outlook Personal Folders. Personal Folders are a great way to manage the size of your mailbox. Note: If you ever upgrade computers, you will want to transfer this file to your new computer - so make sure you know where you put it! You also want to be able to Backup this file along with your other important documents. Personal Folders can be stored anywhere on your hard drive, but can only be viewed using Outlook. You can manually move emails from your Exchange mailbox to a personal folder, or create a rule to automatically move certain messages for you. Personal Folders are folders that you create on your hard drive to store email messages. Mailbox Cleanup also allows you to AutoArchive immediately and Empty your Deleted Items folder, both of which will reduce the size of your Exchange mailbox. This helps you pinpoint emails to delete or move to personal folders. You can also use Mailbox Cleanup to search for files older than a specified age or greater than a specified size. Local data size is generally unimportant only server data is affected by your mailbox limit. ost file, the file Outlook creates to store local information for when you don't have an Internet connection as well as any settings you've changed. Start deleting items from the problem folders.Usually problem areas include Deleted Items, Inbox, and Sent Items. You can see which folders are problem areas by scrolling through the subfolder list. You may see tabs for Local data and Server data.Go to the Tools menu and select Mailbox Cleanup.Instead, students can take advantage Webspace, and faculty/staff can use their Webspace, departmental server space, or SharePoint site, depending on their department's setup. Select Yes to the question “Do you want to save changes to this email?”īetter yet, don't send attachments through email.Right-click on the attachment and select Remove.Want to free up space on the server but don’t want to delete or move the email? Try deleting the attachment! When prompted, select Yes to permanently delete the item.To select multiple emails, hold down Ctrl or Shift. When you delete an email, it goes into your Deleted Items folder. If you only use Outlook Web Access, just make sure to delete items from your Inbox, Sent Items, and Deleted Items often and regularly.įor more information, including videos, visit the Training Team's Managing Your Mailbox tutorial page. These recommendations assume you are using Outlook to check your email. To keep your mailbox below the limit, there are a few things you can do. Students (who are not forwarding) = 100 MB So if you are still struggling, make sure the Mac user has their Outlook version up to date.Keeping Your Mailbox Below the Size Limit This is because at the time, shared mailboxes were not supported: The Mac user was using the version of Outlook bundled with Microsoft Office 365. I figured this out because in March 2021 I created a shared mailbox in an Exchange Online (office 365) admin center (no on-premise) and while Outlook users using Windows were able to get the shared mailbox to show up, one Mac user was not able to get the mailbox to show up. ![]() ![]() Prior to September 2021, this was not possible. Choose + to add a shared or delegated mailboxĬheck this article for details Open a shared Mail, Calendar or People folder in Outlook for Mac ().In the Tools menu, choose Accounts, and select the account that has access to the mailbox.To add the shared Outlook mailbox on Mac: As of Sept 2021, you are now able to add shared mailboxes to Outlook for Mac, it just takes some extra steps:
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