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This could easily happen to anyone – one day you find yourself poking around in Outlook and you stumble upon the area where you can see the sizes your folder. You know the place, right? At the bottom of the list of folders on the left side of the Outlook window, you will see a link that says Folder sizes. Click the link and how Outlook calculates how much you have in there, you wait in anticipation. Within seconds Outlook displays "891 500" KB. Yowza! This is a big box and powerful that you have there! Just so you know, is much larger than most I've seen. OK, enough to make me feel guilty for not cleaning your mailbox more often.

To begin you must realize that usually it's all about your e-mail. E-mail in your Inbox, Sent Items folder and subfolders you created to organize and store e-mail client or project.

Here are some things you can do to help keep your mailbox Outlook down to a manageable size:

1) The biggest culprit hidden – The Sent Items folder. You're keeping all sent e-mails with large attachments? You already know you have the file on your computer, as you follow it. Remove the email attachment. I can not remember if the appeal is the same in 2003, but I did a podcast video demonstration on this subject for Outlook 2007, called "Remove Large Email Attachments, but keep the email in Outlook 2007." Some users like to keep the email you send and receive for a very long time, and most times they just keep them in Outlook. Not the best practice, but hey, is not the worst too. For those of you who do keep your emails in Outlook for a very long time, you may be faced with a storage problem at some point. In Outlook 2007, you have the ability to quickly and easily save the attachment to your computer, remove the attachment from the email, then create a short note to himself saying what you did with the accessory.

2) Organize your e-mail, the size field and see how great many of these emails are. There's a good chance you do not really need any of them, If you do and then save the attachments and Outlook on your computer.

3) I always knew that you can save any email outside of Outlook and onto your computer, keeping all the type and format of the email. In an e-mail or open selected go to the File menu> Save as> change the file type for the format Outlook Message (MSG). Start creating a filing system based on old client computer for things instead of keeping it all in Outlook.

4) If you happen to have a SharePoint site you can always archive the emails to a document library. Document libraries can be activated e-mail so it's as simple as entering the SharePoint document library e-mail address in the To field and off it goes. Gosh, I love this feature in SharePoint.

5) Be diligent about what to keep and you do not need to keep. Not all e-mail you receive is a keeper. Trust me. Want to know how can I determine what to keep and what could be discarded? I use e-mail flags and color categories. If we receive an e-mail when I need to follow up some time today, I'll click on the flag next to the e-mail. The red flag appears and is a great indicator that I need to visually look at it again before deleting anything. At the end of the day I read my e-mails a day to look for red flags and follow up that needs to be done. When I am ready to do what I need to I click the red flag again and it becomes a brand. Another visual indicator that I am done with it. Some of these emails that I still want to stick around a bit, and there is that the categories of color video. A feature of Outlook 2007 is easy to give an e-mail a color with a simple click, as well as the use of signaling.

6) not Be sure to leave the Archive feature of their work. I think the thing that scares people most about the file is that they have no idea where the information will then not know how to retrieve it if needed. Here's How to find out: right click on your Inbox> left click Properties> click the> AutoArchive tab look in the middle part of the window where you see a file path that probably starts out as "C: Documents and Settings ….". This is the where all the information stored will be stored. If it makes you feel better, write it down on a sticky and put it somewhere. If the day comes you want to see the data in this file, Outlook may already be showing your file folder for you in your list of folders. If you do not see that happening, can worry. Pull your faithful sticky note, then go to the File Menu>> Open Outlook Data File handling> to the path that you have written down and select the file archive.pst. He now opens in your Outlook session. You can see or even drag and drop some of the items back in their "active" folders "Outlook.

Andrea Kalli Virtual Trainer and Assistant, LLC offers a wide variety of business services, to include: Productivity training and support for Microsoft Outlook and Windows SharePoint Services, Administrative Office Assistant services, and Podcast Production and Support services. She has more than 12 years of office administrative experience, with a primary focus on maximizing team collaboration and communication for daily work and managing projects.

As a Certified Internet Marketing Virtual Assistant, she supports your internet marketing needs such as Website Analysis, Search Engine Marketing, Blogging/Podcasting/Social Media, Email Marketing, and Affiliate Marketing.

Outlook / SharePoint training and support, Podcast / audio editing, Certified Internet Marketing Assistant.

Affordable training courses for today’s business professional. Outlook, SharePoint, Word, PowerPoint, Social Marketing, Blogging with Wordpress, Photoshop, and much more.

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