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Florida State University
Location & Hours:
  C6124 University Center
  Monday- Friday, 8am - 6pm
OTC Satellite Help Desk
  Monday- Friday, 9am - 4pm
  Walk-ins Welcome! Oglesby Union
Contact: send mail
Phone: 850-644-HELP (4357)
  
EMAIL MAINTENANCE ARCHIVING EMAIL (EXCHANGE)
“Your Admin mailbox is over its size limit”
  If you receive this e-mail, you have reached the maximum quota in your mailbox. (Requests to extend the size of a user’s Admin mailbox should be sent to the Windows System group via e-mail or Ticket)
 
To look at your size limit, right click on “Mailbox – Your Name” When the Inbox properties open you will click the button “Folder Size”. This will list your mailbox size and the size of each sub-folder.
 
 
 

The “Sent Item” folder can get quite large. Sending attachments can fill your mail box quickly. You may want to delete any unnecessary files with attachments from your “Sent” folder.
Go through the old messages in your in box. You may want to delete some of your messages that are no longer relevant.
Try to perform “Auto Archive” for your older messages. Make sure you choose a location on the network server or workstation. (Network Drives are backed up on a regular basis and can be restored if lost, if you save your messages to the workstation, the messages may not be recovered or restored in cases of hard rive damage)

How do I enable the “Auto Archive” feature?

  1. Specify default Auto Archive settings for all Microsoft Outlook folders
  2. Auto Archive is turned on by default. However, you can change its default settings.
  3. On the Tools menu, click Options, and then click the “Other” tab.
  4. Click Auto Archive.
  5. With Run Auto Archive every n days selected, specify how often to run Auto Archive.
  6. Select the options that you want.
  7. To apply the changes to all folders, click Apply these settings to all folders now. This will override custom archive settings that you've specified on individual folders.

Note:  If you change the archive file listed under Move old items to, it's changed for all folders that use the default Auto Archive settings.

Specify Auto Archive settings for individual folders

  1. On the Go menu, click Folder List, right-click the folder you want to specify settings for, and then click Properties on the shortcut menu.
  2. Click the Auto Archive tab.
  3. Specify whether you want to archive this folder and if so, whether to use the default Auto Archive settings or your own settings.
  4. To archive to a file other than the default one, specify a different file name in the Move old items to box. The next time Auto Archive runs on this folder, Outlook will automatically create the new archive file for items in this folder.

Archive items manually

  1. On the File menu, click Archive.
  2. Specify whether to archive all folders using their Auto Archive settings (that is, either the default settings, or per-folder settings you specified for individual folders) or whether to archive an individual folder using the options you specify in this dialog box.
  3. Note   To archive to a file other than the default one, specify a different file name in the Archive file box. Outlook automatically creates another archive file for items in the selected folder.
FAQ
What’s the first thing I do when I receive the message, “Your mailbox is over its size limit?
  Go to Inbox properties and then Folder size to see what folders are taking up the most space and delete items not needed.
What folder tends to become quite large and fills my mail box quickly?
  Sent Items Folder
What are some other problem items that I can look for to eliminate an oversized mailbox?
  Large attachments in any folder especially sent folder and any old messages that I no longer need.
What is another option I can do for my old messages I want to keep?
  Auto Archive
How do I enable the “Auto Archive” feature?
  See instructions provided
Can I Auto Archive my individual folders?
  Yes, check for detailed instructions provided