No, no, not your credit card. You’re e-mail account!
We’ve all gotten the dreaded “You’re Over Your Limit” messages in our e-mail. There’s no better way to ruin a good day than to realize you must suddenly drastically reduce the size of your e-mail (or worse yet, your boss’s). You really only have two choices: delete or archive.
This is not your preferred option. Why? Because more and more, courts are treating electronic documents the same as paper ones for legal purposes. You’re probably thinking that you wouldn’t delete anything important. But unfortunately, we often don’t know what is important until after the fact. I keep all e-mail, including those annoying “me too” responses. That “me too” could prove that someone had read the e-mail. Your best bet is to just keep everything. That means you really only have one alternative.
When we talk about archiving e-mail in Microsoft Outlook, what we mean is moving the e-mail to a Personal File Folder, also referred to as a .pst file, because pst is the extension on the computer file.
There’s a few things you need to remember when working with .pst files.
Getting Your Inbox Size Down Fast
To get your Inbox size under control quickly, try these tips:
Manage Your Inbox Size with AutoArchive
Once you get your account (or more likely, your boss’s) out of the red zone, keep it down by using the AutoArchive function in Outlook. When you set-up your AutoArchive functions, remember to click the button to “Apply these settings to all folders now”. Folders are generally set to “D0 Not AutoArchive” by default, so you want to be sure to apply the AutoArchive to all folders.
How do you manage the size of your e-mail account? Share your tips with all of us here! Just leave a comment. If you receive this by e-mail or RSS feed, you’ll need to click on the title to go to the web page to make and read comments.