Most employees at the college have email and organization software called Microsoft Outlook on their college supplied computers. We use another Microsoft product called MS Exchange as the server application that controls email and the other tools in Outlook; Exchange is analogous to the local post office from which mail is distributed to each individual mail box (Outlook).
In the coming weeks ITS will be installing new hardware (servers) to run MS Exchange on. This will involve moving data (lots of email, calendar appointments, contacts, tasks) from the old system to the new. This transition will be eased if we have less mail on the server to move. With that in mind please note the instructions below explaining how to clean out your Outlook mail box, getting rid of deleted and junk email and organizing the mail to help you as you work.
As always, we have technicians available through our Support Centre to explain or directly assist you in this. Call 403-529-3899 (local 3899) or email callcentre@mhc.ab.cafor assistance.
How big is my current mailbox?
à Click on Tools, Mailbox Cleanup, select View Mailbox Size
· The window that opens shows the total size of your mailbox as well as the size of all of the subfolders within your mailbox.
· Please note the size restrictions on your mailbox
Þ Warning Issued (KB) 1991680
Þ Prohibit Send (KB) 2097152
Þ Prohibit Send & Receive (KB) 2411520
Cleaning out your Mailbox
à Empty the Deleted Items folder in both Outlook and Outlook Web Access (webmail)
à Empty the Deleted Items folder in both Outlook and Outlook Web Access (webmail)
· Right-click the Deleted Items folder and select Empty Delete Items Folder
à Empty the Junk E-Mail folder in both Outlook and Outlook Web Access (webmail)
· Check though the folder to ensure there is nothing that was incorrectly marked as Junk
· Right-Click on the Junk E-mail Folder and select Empty Junk E-mail Folder
à Cleaning the Inbox and subfolders in Outlook
· Sort your Inbox or other folders by “From”, to do this choose View, Arrange By, From.
Þ This easily allows you to delete messages that may be from newsletters
Cleaning the Inbox in Outlook Web Access (webmail)
à Select the folder you would like to clean out
à Select the checkbox beside an email and click Delete to place it in Deleted Items. From there you must delete it once again from Deleted Items
à Click on the down arrow next to Date on the top of the screen and select From
This easily allows you to delete messages that may be from newsletters
*Please remember to Empty Deleted items again after you have deleted items from your Mailbox
Archiving Messages
*Please remember to Empty Deleted items again after you have deleted items from your Mailbox
Archiving Messages
à Most users have Personal Folders setup within their Outlook. These folders are contained within a PST file which is stored on your computer. When items are moved to these folders they are removed from the Exchange server, reducing the overall size of your Mailbox.
à In the example below, the Personal Folders can be seen in the lower left of the Mailbox structure. Users can choose to create subfolders based on their method of moving items from the Exchange server, for example year, sender name, and purpose could all be utilized for this.
· To create a subfolder, Right-Click on Personal Folders and choose New Folder, type the name of the folder and click OK to accept the default settings.
· To move items to subfolders within Personal Folders, select one or multiple messages, click on Edit and select Move to Folder
· Browse to the new location in the Move Items window and select OK
à If you do not have a Personal Folder, and would like one created, please contact the IT Services Call Centre at 529-3899 or CallCentre@mhc.ab.ca
If you experience difficulties following this document please call the Medicine Hat College Support Centre at 403-529-3899.
