Without regular cropping Outlook files have a way of growing huge proportions keeping data file in manageable file size improves performance & makes it easier to maintain other task and improves overall performance.
Outlook provides a number of huge varieties of tools that you can use them to clean up only single fie or the entire file manually. For fast access to the toolkit, Click on File, choose a mailbox from the list under the Account Information heading, and then click on Cleanup Tools from the Info tab to view the menu.
If you want to concern by manual maintenance tasks, then Outlook allows you to do work for archiving old items for automatically on a schedule determined by you. On an each folder basis, Auto Archiving setting is allowed to be customization. To display the dialog box of Archive settings, select any folder from the navigation pane and click on Auto Archive settings.
The custom option for setting Auto Archive is useful for those folders that contain messages which you don’t need to archive like daily e-mail updates from newspaper or sales pitches from online merchants.
Outlook provides a number of huge varieties of tools that you can use them to clean up only single fie or the entire file manually. For fast access to the toolkit, Click on File, choose a mailbox from the list under the Account Information heading, and then click on Cleanup Tools from the Info tab to view the menu.
Note: If you are
connected to Exchange server and your administrator restricted the size of
mailbox, then under the Mailbox cleanup heading you’ll see a bar that display
the detail of sever quota is available and how much is in use.
Click on the Mailbox Cleanup, a dialog box will appear which
provides integrated access to the information about the current selected
mailbox content along with variety of management tools.
Mailbox Cleanup tools have five parts with each part have at least one button:
- Mailbox Size: Click to open the Folder Size dialog box, which displays you that how much space each folder are occupying in the current file. For MS Exchange account, this dialog box includes a second tab which shows you that how much server quota is in use.
- Find: Select Find Items options and choose settings for archive items based on their size or age. Then, to open Advanced Find popup box, click on Find. Click on “Find Now” to run the search.
- Auto Archive: Moving and deleting items quickly from the current account, click on Auto Archive button.
- Delete Item Folder: Click “View Deleted Items Size” to view that how much space is being used by item sent to trash or click Empty to permanently & immediately delete the content of the Deleted Items folder.
- Conflicts: This contains the item that server was unable to synchronize properly and display the size of conflicts folder. To view item of this folder, switch to the list of folder and under the Sync Issues folder.
Automatic Option of Archive
If you want to concern by manual maintenance tasks, then Outlook allows you to do work for archiving old items for automatically on a schedule determined by you. On an each folder basis, Auto Archiving setting is allowed to be customization. To display the dialog box of Archive settings, select any folder from the navigation pane and click on Auto Archive settings.
The custom option for setting Auto Archive is useful for those folders that contain messages which you don’t need to archive like daily e-mail updates from newspaper or sales pitches from online merchants.
By default Auto Archive option delete items which are older than six months. If you want to change this setting, start by selecting Archive items In This folder Using the Default setting and click on “Default Archive Setting” to display the popup box as shown in fig.
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