E2K mailbox quota exceeded - how can I export out and free up server space

E2K mailbox quota exceeded.  Using Outlook 2000 client.  
Question (1) What is the easiest way to export out of mailbox and free up space on E2K server  
(2) Exported mailbox - can I see them on the left pane of OL2000 or do I have to close the server mailbox and open the local exported pst specifically  
(3) After exporting out, do the Admin need to do anything at the E2K server to recover the space immediately
(4) When I export, Can I do it by individual folder or a group of selected folder
(5) Can I export by a date or some other criteria  or  by highlighting the selected emails in the folder

Thanks
Shah
 
sjahanAsked:
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sjahanAuthor Commented:
kfalandays,
could you please elaborate ?
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munichpostmanCommented:
The only way to regain space on Exchange Information stores is to use Exmerge to export mails to PST files (or do this manually) then run a defrag of the Priv.edb. This will regain space and reduce the size of the store.

Here is how to use exmerge to delete or export messages from your Exchange Servers

http://www.msexchange.org/tutorials/MF013.html

Here is how to run a defrag

http://support.microsoft.com/kb/254132
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sjahanAuthor Commented:
munichpostman,
I don't have access to exchange server - it is in corporate data center.  From my pc, once outlook is opened, how can I select folders, messages and move it out to the local hard drive ?  This should let me stay well under the disk quota / mailbox quota enforced by corporate.  Once it is moved out to the local drive (a) can i still view it along with the mailbox on the exchange server - simultaneously in the same screen ?  or do I have to specifically opened this locally saved mailbox      
(b) once I move this out, what should I tell the Corporate Admin to compact my mailbox ?

Tks
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Karen FalandaysTraining SpecialistCommented:
Sorry guys, I misread this one to be an exchange question. sjahan, it sounds like you want to create some pst files, and then move items from your mail folders to the new pst. You should be able to drag entire folders to the new set of folders Nothing more will need to be done from the server side.

Choose File, New,Personal folders file (PST)
Choose a name and location for the file, choose an alias for the folder and click OK. If the pst is stored on the c drive, you will always have access to data, connected or not. Most people store it on the network drive so it will be backed up

If this is what you were looking for, than I need to move it back to Outlook. Pls advise
Thanks
Karen
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yomanexCommented:
1. The fastest way to export is to simply backup your maillboxs and delete some mailboxs
2. you can see the mailboxs from your backup application
3. you have to run an offline defragment in order to get your space back
4. if you backup you can choose your mailboxs
5. you have to choose them from your mailbox selection

*pst files are not recomended they damge very easaly
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sjahanAuthor Commented:
Karen,
Yes, Pls move to Outlook.   BTW, the new personal folder created on the local drive - is it viewable/accessible in outlook - while viewing the inbox stored in the exchange server
Tks
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Karen FalandaysTraining SpecialistCommented:
Yes sjahan, it will be visible in your folder list when connected to the network.
Thanks Exchange folks..moving to Outlook...

sjahan, keep us posted if this is solved
Karen
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stefriCommented:
As mentionned, extracting info from server to a pst will not regain space on the server: the private store will keep its physical size on disk but the content of the mailbox will be deleted and empty space will be available in the private store

As far as I know, the easiest way to clean up mailbox on a server is just to archive it to a local PST. The structure you had set up (folder list tree) will be replicated in the local PST
File/Archive: select the root of you mailbox, select the date and local pst location

See Archiving in Help

Stefri
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sjahanAuthor Commented:
Stefri,
I am more concerned about the mailbox quota - if I move them to local pst, will the server detect rightaway the new reduced size of my mailbox and then let me continue to receive email with attachments.

Archiving - could it be set to auto-archive to the local pst if the mailbox size exceeds a set value ( > 80mb for example)

Thanks



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stefriCommented:
Absoluty... and Immediately. Yous should stop receiving the 'System Administrator: Your mailbox is over quota' message

Second question: no answer for that but a script can check the mailbox pst size when you start Outlook and display a message requesting archivng. I should have the script at office and will try to get a hand on it

Stefri
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stefriCommented:
Kind of script you could put in netlogon assuming that the PST is located in thePath = "E:\" & userName & "\Outlook\"

Dim WshNetwork
Dim userName
dim fso
Dim fldr
dim thePath
dim fils, fil
dim mess, maxSize
maxSize = 600 * 1024 * 1000 ' size 600MegaBytes
mess = ""
On Error Resume Next
         Set WshNetwork = WScript.CreateObject("WScript.Network")
         userName = WshNetwork.UserName
  Set WshNetwork = nothing
 Set fso = CreateObject("Scripting.FileSystemObject")
 thePath = "E:\" & userName & "\Outlook\"
 Set fldr = fso.GetFolder(thePath)

 for each fil in fldr.files
 
  if lcase(right(fil.name,4)) = ".pst" then
   if fil.size >= maxSize then
    mess = mess & "File " & fil.name & " larger then 600 MB. Time to burn this PST to CDROM." & vbCrLf
   end if
  end if
 next
 if mess <> "" then
  wscript.echo mess
 end if

Stefri
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sjahanAuthor Commented:
Thanks Stefri -  Let me try the script.

Yomanex said "pst files are not recomended they damge very easely"  - Is it true ?

Tks


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stefriCommented:
As far as I know, they can get damaged if they grow too large
A good rule of thumb is to limit its size  to less than 650 MB which allows CDrom burning

Remember that OL 2000 do not accept more than 2 GB pst size
Also, there is a check box to be ticked: PST Properties/Advanced/allow large table (to be checked)

Stefri
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stefriCommented:
What about the script? Did you get what you wanted?

Stefri
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sjahanAuthor Commented:
Stefri,
I haven't tried the script yet - I resolved the space issue and moved on to other stuff.  But will come back and try it later.  Could I email you the results or just post it back here - Would you get a notification, even if i post it back after couple of months?
otherwise, let me know you email id and i will email
Tks/Shah
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stefriCommented:
if you do not wait for years, notification should go through

Stefri
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