Managing your Deakin email mailbox


General Information

The way you store and manage mail in Outlook on both Mac and PC can have a big impact on its performance. Below you can find some guidelines on how to keep Outlook on your workstation performing well.

To check your current email quota usage:

  1. Log into the Outlook Web App
  2. Click the Settings icon  > Options > Account.

 

Reducing Mailbox Usage

The more mailbox space used, the more application pauses you may experience while you perform typical operations in Outlook. These typical operations include reading, moving, deleting and composing email messages.

To reduce your mailbox size, please feel free to refer to the tips below.

Link Shared Documents

Instead of emailing shared documents as attachments, store them on a shared drive and email the link.

Remove Email Attachments

If you have received any emails with large or duplicate attachments, save the attachments elsewhere like a file share or on your machine, and then remove the attachment from the message. For guidance on this process, please refer to the article below.

Archive Mail

You may archive your emails to reduce space as discussed in the articles linked on the page below.

Once the mail has been archived, it can then be removed from your mailbox.

Delete Unneeded Emails from Deleted or Sent Items

Often the Deleted and Sent Items folders may contain a large number of emails that are no longer required. It is good to periodically go through these folders and clear out messages you no longer need. If the messages are important and need to be kept, move them to another folder and delete the rest.

Set a retention policy

You can set a retention policy to folders, so that they are automatically deleted after the specified time period.

Within Outlook, in the Navigation Pane, right-click a mail folder to bring up the shortcut menu and select Properties

Select the Policy tab and choose your Folder Policy. By default, a folder will automatically use any policy that's already been assigned to its parent folder.

Emails within this folder will automatically be removed after this time period has passed.