Exchange Email Quota Warning-Archiving on a Mac in Outlook

Overview

Mailbox quota information:

NOTE: Mailbox size directly effects the performance of your e-mail client, especially in situations where you are retrieving e-mail from off campus. Below is information regarding your Exchange mailbox quota. See Exchange policies.

1. You can free up space by:  Emptying your "Deleted Items" folder
2. Attachments take up a lot of space, you can save attachments and then delete the email or save the email without the attachment.
   • In Outlook, "Filter" your emails by attachments.   Click "Email" or "Filter Email" at the far right of the Home tab and choose "Attachments" or "Has Attachments", for later versions of Outlook you may have to click Apply.  You can save your attachments to Box (Register for a Box account: https://dotcio.rpi.edu/box) and then either delete the email or save the email without an attachment.
   • To save the email without an attachment, Open the email, click once on the attachment, click on the drop-down arrow next to the attachment and choose "Save As" then click Save.  Once you saved the attachment, save the email without it by clicking on the drop-down arrow to the right of an attachment again and choose Remove - click the Save icon
3. Archiving your emails- you will have to manually set up rules
   1. You need to unhide the On my Computer folders 
      • Go to Outlook in the upper left corner of your screen
      • Click on Preferences, then click General
      • Uncheck Hide On My Computer folders, then click the red circle in the upper left corner to exit out of the window
   2. Create the local archive folder:
      • Right click on the On My Computer heading 
      • Choose New Folder and give it a name (eg. Archive)
   3. After the folder is created you need to set up an archiving rule:
      • Go to Rules located in the ribbon and select Create rules
      • A new window will pop up, select Exchange on the left pane menu and click on '+' to add a new rule
        
      • Give the rule a name and specify the conditions using drop-down lists as follow
        • If all conditions are met: Selected.
        • When a new message arrives: Date Received | is greater than | enter any number | days old. Note: Outlook interface might be different and you will be prompted to specify After and Before dates.
        • Do the following: Move Message | any folder on your computer.
      • Click OK to save the rule
   4. Next you will want to apply the rule by clicking on the folder you want to move emails from
      • Click Rules, located in the ribbon and select Apply
   5. This should have moved the email you wanted to archive into your archive folder
      
      • Double check that the emails were moved by going to the Archive folder in the On My Computer section
      • You will want to do Step 4 for each folder you want to remove emails from

References

https://kb.intermedia.net/Article/2407