Technical Training Outlook 97
Save Space While You Use Outlook 97
There are a few things you can do periodically to save space on your computer while you use Outlook. One easy item to do is empty the Deleted Items Folders as well as periodically either empty or archive the Sent Items folder. Here are some ways to help manage your Mailbox. Try some or all of the procedures below.
By the way, a smaller Mailbox means a shorter synchronization time.
Automatic emptying of the Deleted Items folder
The Gartner Outlook image is configured to automatically delete all items from the Mailbox Deleted Items Folder upon exiting Outlook. However, if you installed an early version of Outlook, you should follow the steps below to ensure that this setting is enabled
What To Do …
1) From the Tools menu, choose Options.
2) Select the “Empty the Deleted Items folder upon exiting” check box.
Note: To be notified before you empty the Deleted Items folder, from the Tools menu, choose Options, then choose the General tab. Select the “Warn before permanently deleting items” check box.
AutoArchive
Just a note about the AutoArchive feature. As described further below, AutoArchive will automatically delete or save to a special Personal Folder file (called archive.pst) Outlook account items. If you enable “Prompt before AutoArchive,” a pop-up window will appear before AutoArchive runs. If you choose not to AutoArchive at that time, click Cancel. However, be aware that if you cancel, your automatic delete or save will not take place until AutoArchive is allowed to run.
Delete items from the Personal Folders, Deleted Items folder
When you delete an item from a Personal Folder, a folder called Deleted Items is created as a subfolder to Personal Folders. All items deleted from a Personal Folder are moved to this Deleted Items folder. By default, the Personal Folders, Deleted Items, folder doesn't empty automatically. You should empty this Deleted Items folder periodically. You can do that automatically by setting an AutoArchive option or manually by right-clicking on the folder and choosing “Empty Deleted Items Folder.”
Automatically delete items from the Deleted Items folder under Personal Folders
What To Do …
1) In the folder list, locate the Deleted Items folder icon that is a subfolder (listed under) Personal Folders and right-click on it.
A shortcut menu is displayed.
2) From the shortcut menu, select Properties.
The Deleted Items Properties dialog box is displayed.
3) Choose the AutoArchive tab.
4) Choose the “Clean out items older than,” option and then specify how often this folder should be cleaned out. (A good choice is 1 day.) Choose the “Permanently delete old items” option.
5) Choose OK.
Manually delete items from the Deleted Items folder under Personal Folders
If you choose not to automatically delete items from the Deleted Items folder, you will want to manually delete them.
What To Do …
1) In the folder list, locate the Deleted Items folder icon that is a subfolder (listed under) Personal Folders and right-click on it.
A shortcut menu is displayed.
2) From the shortcut menu, choose “Empty “Deleted Items” Folder.”
Compact an offline folder file
Complete your Outlook clean up by compacting your Mailbox offline store (.ost) and your Personal Folders (.pst). The compact utility removes “white space” created when a mail item is deleted. It is similar to defragmenting your hard drive. Depending on your Outlook usage, you should run compact every one to two months.
Compacting your Mailbox offline store
What To Do …
1) Choose Inbox.
2) From the Tools menu, choose Services.
3) In the “The following information services are set up in this profile” box, choose Microsoft Exchange Server.
4) Choose Properties, and then choose the Advanced tab.
5) Choose the Offline Folder File Settings button.
6) Choose Compact Now.
Compacting your Personal Folders
What To Do …
1) Choose Inbox.
2) From the Tools menu, choose Services.
3) In the “The following information services are set up in this profile” box, choose Personal Folders.
4) Choose Properties
5) Choose Compact Now.
GartnerGroup© 1998 / Page 3April 29, 1998