Checking your email quota is very important, as you only have 250 megabytes of storage in your Northern email account. This limit is for all information stored in your Mailbox, which includes Inbox & subfolders, Contacts, Calendar, Tasks, Notes and Sent Items. Once you reach 230MB, you will get a warning to clean out or archive messages to free up space. If you reach 250MB, you will not be able to send or receive messages and your mailbox will be closed.
To see how much space you are currently using:
|1.||Right click the Mailbox icon in the folder list and select Properties for Mailbox|
|2.||Click the Folder Size... button in the lower left area on the properties window.|
|3.||The number shown for Total size (including subfolders): in the Folder Size window is the amount of storage space you are currently using. Each 1000KB = 1MB
Example: 163909 KB = 163.9MB
Messages can be moved out of your Exchange mailbox on the server and into an Outlook Data file on your computer. Generally this file resides on your local hard drive and has a ".pst" extension. It can also be located on your network storage drive. Local storage folders are easy to find if you navigate Outlook folders using the Folder List.
Archive & Folder-Specific Archive Settings
Messages can be automatically moved out your Exchange Mailbox Storage to your Local Storage by using the AutoArchive feature.
To review and modify AutoArchive settings:
- Click Tools on the Outlook menu bar,
- Select Options
- Click the Other tab and then click the AutoArchive... button. This will open the AutoArchive dialog form.
Here you can set how often the AutoArchive runs and set how old the items should be before the are moved to the archive. You can see by the Move old items to field that AutoArchive will move old items to the archive.pst file. Clicking the Apply these settings to all folders now button will set all your Outlook folder to the settings you have selected.
However, it is important to note that clicking the OK button merely applies the setting to the Mailbox, it does not run the archive. The archive will run when the 14 day cycle passes.
To Archive Now according to settings...
To run the archive according to the settings you specified, click File then select Archive... and then select the first option, Archive all folders according to their AutoArchive settings. When you click OK, the archive will run and your status bar (lower right corner of screen) will show it running. Let it run without interruption (it may take a few minutes).