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What Is It?
All Montana Tech emails are granted 49.5 GB worth of storage for their emails. This article will go into the ways to clean-up your mailbox so you don't reach that limit on storage.
Who Can Use It?
Anyone with a Montana Tech email account
Table of Contents
- Archive Information and Requesting More Storage
- Desktop App
- Web App
Archive Information and Requesting More Storage
Archiving is the easiest way to clean up your mailbox. It gives an extra 50 GB of storage for your emails, and they will still be accessible to you. Here is some information about archiving and how to archive your emails. This section will cover up how to archive your emails, and how to request more archive space if needed. If you are a faculty or staff member and want to look at more of the guidelines regarding archiving emails you can navigate to: mtech.teamdynamix.com/TDClient/1921/Portal/KB/ArticleDet?ID=73667 to look at some more information.
Step 1:
If you are a faculty or staff, you can use this link www.mtech.edu/app/cts/mtechprofile/index.html, and press Enable Online Email Archive
The button in the buttom left will give you an extra 50 GB of data in your archive folder if that is something you wish.
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Archiving Emails
Step 1:
To move a singular item to the archive Right Click on the email you want to move, and then hover your mouse over Move and then click Archive. This will then move the one email to your extra archive storage.
If you have a certain criteria of email you want to archive, you can got to the Mailbox Cleanup section of this article, and that will explain how to archive large quantities of emails.
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Desktop App
Step 1:
The first step in cleaning your mailbox, is to open the outlook app on your desktop. Once you are there, you will want to click on File in the top left corner of the app.
Step 2:
Once you have that menu open, you want to make sure you are in the Info section and then you will want to click on the Tools button next to the mailbox settings.
When you click on the Tools button, it will bring up three options. The next three sections will cover each of the tools
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Mailbox Cleanup
Mailbox cleanup is the most powerful of the tools, as it allows you to delete emails that meet certain criteria you want, i.e. age, size etc. This section shows how to use this tool.
Step 1:
Once you have clicked on the Tools button, you will want to click on the first option in the list, Mailbox Cleanup.
Step 2:
Select the tool that you want to use.
Here is a list explaining what each button does:
View Mailbox Size: Gives a detailed analysis of how much storage is used in your mailbox and how much different areas are contributing to your total.
Find: Once you choose criteria for what to search for (Example: Find items larger than 250 kilobytes) it will search your entire mailbox and then you can delete any emails that match that criteria that you might want to delete.
AutoArchive: AutoArchive will move any old items to the archive file on the computer. These emails will still be accessible, they will just be in the archive folder. The default age is six months before Outlook will archive those emails.
View Deleted Items Size: Gives an analysis on how much space is being used in your deleted items folder. You can also empty that folder entirely using the Empty button to the right of the section.
View Conflicts Size: Shows an analysis on alternate versions of items in your mailbox. You can also delete these by pressing the Delete button.
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Empty Deleted Items Folder
This tool does exactly what it says, but it usually a quick way to save space in your mailbox.
Step 1:
Navigate to the tools section by following the previous steps in the article. Then click on Empty Deleted Items Folder.
Step 2:
Confirm that you want to empty the folder
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Clean Up Old Items
This tool will allow you to select any folder and take all emails from before a certain date and archive them.
Step 1:
Navigate to the tools section by following the previous steps in the article. Then click on Clean Up Old Items.
Step 2:
Select the settings you want, including how old of emails you want to archive, where they go, and the folder those emails are in.
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Web App
If you don't use the desktop application, this section shows how to clean up your mailbox if you access your email through the browser.
Step 1:
Once you have logged in to your email, navigate to the top right and click on the gear. This will bring up your settings.
Step 2:
On the left-hand side, click on the category General
Step 3:
Click on the sub-category Storage
Step 4:
This will have brought up the storage settings for your mailbox. It will show how much each of the folders is contributing to your total amount of storage in your mailbox. You can then empty any folder you want.
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