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Wednesday, January 21, 2009

Outlook 2000 - watch your file size!

I've been running into a few circumstances lately where some staff have had their email freeze up, and in two instances they have actually lost all their old emails. I'm giving you some pointers about Outlook 2000 Housekeeping - you don't want to lose your saved emails! These particular instructions apply only to Outlook 2000.
Outlook 2000 is only able to keep less than 2GB in your main email file. Once you hit 2GB, your email will often freeze - not allow you to send, receive and/or delete emails. Here is how to avoid that:

1. Delete or file emails you've finished working with.

2. Empty your Deleted emails on a regular basis (I do it at the end of each day)

3. Making subfolders under your In Box is good for keeping organized, but it keeps all the emails in the same Personal Folders. Make a new Personal Folders file to avoid having your main file get too large (instructions below*)

4. If you are scanning documents to yourself, or receiving emails with photos attached, save the documents or photos to your computer (in a file in your My Documents folder) and delete the email with the attachments.


*To make a new Personal Folder file:

a. From your In Box, click File, New, Personal Folders file
b. Name it something catchy like "Old Stuff", to differentiate it from your current email file
c. You'll notice on the left of your In Box, you now have two sets of Personal Folders. The one with all the subfiles is your current one, the one with only Deleted Items is the new one you just created.
d. Click on the new Personal Folders file
e. Create new folders for it: File, Folder, New (create folders like In Box 2007, Old Transactions, etc)
f. Move emails to those folders -
Click on the other Personal Folders file, the one with your current emails in it
Find an email you'd like to move - right-click on it and choose Move to Folder.
Pick the folder you'd like to move it to.
Click Okay.

To check the size of your email file:
Open My Computer
Doubleclick on C
Doubleclick on Documents and Settings
Doubleclick on your username
Doubleclick on Local Settings
Doubleclick on Application Data
Doubleclick on Microsoft
Doubleclick on Outlook
Your email file has the extension ,pst - it could be outlook.pst, mailbox.pst, or something similar - look for a file with today's date on it.
2GB will be represented as 2,000,000 in the size column. You need to keep it MUCH lower than 2,000,000.


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