Mailbox Cleanup

Posted on 2009-12-31
Medium Priority
Last Modified: 2012-05-08
Looking for some good articles for my users on mailbox cleaning/organization.  We archived their email centrally & then went to a large mailbox (1.5GB's) for them in lieu of archiving.  We are finding, no surprise, that the more you have the more you need to keep.

Tips include
"      Identify your largest folders with the Mailbox Cleanup Tool
"      Sort mail by Size to see what items are the largest
"      Convert largest items into PDF documents and save into youre my documents folder for backup.  Delete the email.
"      Use the search folders | Large Mail folder to quickly identify the largest items in your entire mailbox.  Convert these out to PDF and delete.

We are not in a position to by extra disk space and backup system at this point.  So, I am trying to give them some good tips and tricks for keeping things clean.
Question by:katfpi
1 Comment
LVL 99

Accepted Solution

John Hurst earned 2000 total points
ID: 26156260
Neither saving documents to a different area of the disk, nor archiving save disk space.

Saving documents outside of email provides the opportunity of better document managment and I do this all the time. Archiving keeps the main email file lower in size and more efficient. Archives are easily searched and I use archives as well.

Otherwise, to reduce or control disk space, people need to prune both email and attachments. What I find is that people frequently collect duplicates and triplicates of documents (revision 0, 1, 2, etc) when only the last document needs be retained by most people. Unfortunately, there is no mechanical or automatic way to control this. People need to review their own mail.

I recommend you consider a lower quota (maybe 1.2 Gb) and then implement a policy that people need to prune and manage their email in order to keep within that limit. You have some room then for expansion over time.

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