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Managing Your Mailbox Size

Managing Your Mailbox Size

Overview

Users are encouraged to thoughtfully manage their computer resources, including their personal and shared mailboxes. Exchange (Outlook) mailboxes have limited capacity in accordance with SPU policy, so mailbox management can help us comply within those limits.

Why Manage Mailbox Size?

Large mailboxes can slow down Outlook performance, cause sync issues, and even block sending/receiving emails when quota limits are reached. Regular maintenance ensures:

  • Faster email search and loading.

  • Compliance with storage policies.

  • Easier backup and recovery.

  • Tools for finding large attachments and folders.

  • Moving your content.

Below are instructions for users who have access to the Outlook application, such as Students & FacStaff, as well as instructions for those who only have access to the webmail version of Outlook. The latter group will typically be Alumni, Emeriti, or Adjunct users.

Instructions

Use Mailbox Cleanup Tools

For users with access to the Outlook desktop application:

  • In Outlook, go to File > Info > Tools > Mailbox Cleanup.

  • Check mailbox size and identify large folders.

  • Use options like:

    • Find items older than X days.

    • Find items larger than X KB.

    • Empty Deleted Items folder.

  • Consider enabling AutoArchive to move old emails to an archive mailbox

For users with access to Outlook webmail only:

  • Sign in to Outlook web > File > Account Info > Mail > Rules

  • Create a rule to run at regular intervals to clean your inbox:

    • Select a condition (ex: subject contains X, emails from X, etc.) and action: Delete

Delete or Move Large Attachments

  • As a general rule, save attachments outside Outlook and delete them from emails.

  • To delete attachments currently in your inbox, sort the inbox by size or attachments to find the biggest emails.

Compact Data Files

For users with access to the Outlook desktop application:

  • For .pst or .ost files in Outlook: File > Account Settings > Account Settings (again) > Data Files > select the file > Settings… > Advanced > Outlook Data File Settings > Compact Now > OK.

For Users with access to Outlook webmail only:

Exchange-only users can utilize a personal M365 license to add their SPU account and then follow the “compact data files” steps just above.

  • In your personal Outlook app, select File > Add Account > input your SPU credentials > select whether you want to sign into Outlook only or all apps > wait for it to configure.

 

Alternatively, M365 offers a 30-day free trial for users who haven’t signed up before. It will require a credit card, but it will not charge it until the end of the free trial. Additionally, users can cancel it immediately while still utilizing its benefits for the whole month. Exchange-only users can use their SPU email to sign up and then follow the “compact data files” steps above.

To cancel, navigate to the M365 Subscriptions tab> select Manage on the Microsoft 365 Family plan > Cancel subscription > scroll to the bottom to select Cancel subscription again.

Migrate Data to an External Inbox

Migrating Your Mailbox to Another Service

Resources

For assistance, contact the IT Support HelpDesk at (206) 281-2982, itsupport@spu.edu, or come in for a walk-in in lower Marston, M-F 10AM-4PM.