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30 MINUTES EXPERT:OPERATION CLEANUP
Posted Date: 22 Mar 2008 Resource Type: Articles/Knowledge Sharing Category: Computer & Technology
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Posted By: arunkumar Member Level: Gold
Rating:  Points: 5
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Many of us have unmanageable
mailboxes overflowing with
official mail we don’t want to
delete, yet see no use for it in the immediate
future. Thousands of messages fill
up the mail client, making it painfully
slow, unstable and quite a mess. Here’s
how you can reduce some of the load and
cut out the overheads, without losing any
important mail.
Outlook Express
When you delete a message from a folder
or move it to another one in Outlook
Express, the information of the message
is still maintained in the original folder.
Over time, this accumulates to a lot of
unnecessary wasted space. The simplest
way to slim down this junk space is to
click File > Folders > Compact All Folders.
Clicking on Compact will clean out only
the current folder. Unlike Outlook, Outlook
Express cannot distinguish old
mail from the current, letting only the
latter load.
Outlook
In Microsoft Outlook, you
can manage you incoming emails
and message folders by
configuring the options just
once. You can configure the
archiving feature to remove
all your old e-mail to a separate
file so that you see only
the recent messages and load
the older ones when needed.
This way your e-mail client is
no longer bogged down by
the a huge number of messages
and you can still retain
all your important information and
access it any time you want to.
To set up automatic archiving in
Outlook, open Tools > Options and
switch to the Other tab. Here, click the
AutoArchive button to set it to run at
specific intervals, the default being every
14 days. You can set the older e-mail to
be moved to an archive folder, or permanently
delete it. Click the ‘Apply
these settings to all folders now’ button
and you are all done.
If you maintain several message
folders such as ‘Boss’, ‘Friends’ and
‘Research’, some of them may contain
communication you need
to refer to more often than
others. Thus, typically the
‘Boss’ folder needs to be
archived less frequently
than the ‘Friends’ folder.
This is especially true if
you have a lot of message
rules that automatically
direct your e-mail to the
correct folders.
It is possible to set up
different archiving options
for each individual folder. All you have
to do is right-click on the particular folder
and click on Properties. Switch to the
AutoArchive tab and set up the frequency
and archiving rules as per your
requirements. If you want even more
control over the archiving functions,
you can manually archive the folder of
choice by selecting it and clicking on
File > Archive.
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