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CABNR Mailbox Size
Limits
1.
At 275MB; Weekly warnings are sent
informing the owner that their box is approaching the 300MB maximum size limit.
2.
At 300MB; Once this limit has been
reached the user will no longer be able to send email.
Weekly warnings will be sent to this effect.
3.
At 325MB; This is the final size
limit. At this limit the user will
not be able to send or receive email. The
box will be frozen at this size until existing email is either deleted or
removed to an external folder.
Strategies
For Controlling Mail Box Size
Living
within these limits will not be as difficult as it may first appear for.
There are easy ways to meet this limit and still depend heavily on email
and email history. For those
that would like assistance with any of the information or procedures described
below or just have questions, please feel free to contact any CABNR IT person
and they will be happy to assist and/or answer your questions.
The
Obvious
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most obvious step is to stay on top of your inbox.
Make a habit of cleaning it up on a regular basis so it does not get
out of control.
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AutoArchive
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you are prompted to AutoArchive, respond “Yes”.
This invokes the AutoArchive settings for each folder (see next
section to check/customize AutoArchive settings for each folder).
If you always responded “No” to this prompt then old email in
your respective folders, especially the Deleted Items folder, is never
removed. If you do not want to
be prompted for AutoArchive and would rather it just happened automatically
then go to “Tool”, “Options” the “Other” tab and
“AutoArchive” and uncheck the box “Prompt Before AutoArchive”
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| To
check or set the AutoArchive settings for any folder (Inbox, Deleted Items,
Sent Items, a custom folder, etc.), right click on the folder and click on
“Properties” and then click on the “AutoArchive” tab.
Here you can set how old mail is before it is archived.
You can also set how it is archived, the choices being to an archive
folder (which does remove the email from your PO box) or permanently delete
it. Choosing an archive folder
moves the mail to a folder on your hard drive (default) or you can browse to
a server location and setup the folder there (this way it is automatically
backed up and has much less chance of being lost or destroyed).
The server location option is as secure as leaving email in the PO
box.
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External
Folders (including archive folder)
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keep important mail history of significant volume, the solution is to create
an external or "Personal Folder”.
External folders can be configured to appear on the Outlook bar just
as other folders do, the difference is that mail that is moved to them is
transparently removed from the
PO
based mailbox and placed in the personal folder.
These folder(s) can be created on the local C drive or on the
departmental file server depending on your needs for critical backup.
The procedure to create external folders is different depending on
whether you have Outlook 2000 or Outlook XP/2003.
For 2000, click on “Tools”, “Services”, “Add”,
“Personal Folders” and create the folder (called a .pst file) in the
location you desire. For XP/2003
click on “Tools”, “E-mail Accounts”, “View or Change Existing
E-mail Accounts”, and then “New Outlook Data File”.
If you have Outlook 2003 you can choose either a 2003 version of the
.pst file or a backwards compatible (97, 2000, XP) version of the .pst file,
for Outlook XP (2002) there is only one choice.
Again, create the folder in the desired location (local or server).
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Note:
The remainder of this document does not apply to Outlook 2003.
External folders are automatically added to the folder list and visible
by default.
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archive folder is an external folder that is created for you by the
AutoArchive system and already exists if you are not permanently deleting
all old mail in all of your folders. To
add the archive folder to your services so you can view within Outlook
follow the instructions in the previous section for creating an external
folder but instead of creating a new folder browse to your archive folder
location and select it. This
location can be discovered by checking the path found in the AutoArchive
settings for a folder (such as Deleted Items” described in the AutoArchive
section above).
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| To
add these external folder(s) to your Outlook bar, where the Inbox, Deleted
Items and other folders appear, is very easy.
If your current Outlook view does not already have the folder list
enabled, click on “View”, “Folder List”.
Toward the bottom of the folder list and you will see “Personal
Folders”. To add it to the
Outlook bar click and hold down the left mouse button on “Personal
Folders” drag it over to the Outlook bar and release the mouse button.
You can create subfolders in your personal folder and add these to
the Outlook bar also. Once these
folders are added to the Outlook bar you can close the folder list (click on
the “X” in the top left of the folder list window).
Now you can drag and drop email to your personal folder (or
subfolders within) at any time.
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| To
add the Archive folder to Outlook bar follow the procedure above for
external folders but in the folder list you are looking for “Archive
Folders” instead of “Personal Folders”.
It will appear at the top of the list.
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add subfolders to your personal folder, select “Personal Folders” then
click on “File”, “New”, “Folder” and supply a name.
Subfolders can only be viewed by going to the folder list and either
viewing them from there or added to the Outlook bar.
This is true of any subfolders regardless of whether they reside in
the personal folder or an Outlook folder such as the Inbox.
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