Training presentation outlook 2007 manage your mailbox 1-find its size and trim it down

Microsoft Office Outlook 2007 Training

Microsoft Office Outlook 2007 TrainingManage your mailbox I: Find its size and trim it downSt Augustines CollegeBreakfast Club presents:1[Notes to trainer: For detailed help in customizing this template, see the last slide. Also, look for additional lesson text in the notes pane of some slides.Adobe Flash animations: This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) (youll see the file types in the Save As dialog box, next to Save as type). Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx), the animations wont be retained in the saved file.Also: Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]

Manage your mailbox I: Find its size and trim it downCourse contentsOverview: Battle mailbox sizeLesson: Is your mailbox getting too big? The lesson includes a list of suggested tasks and a set of test questions.2Manage your mailbox I: Find its size and trim it downOverview: Battle mailbox sizeAre you getting weekly or even daily messages saying that you need to reduce the size of your mailbox? Or maybe you just cant find what you need because your mailbox is so cluttered.E-mail messages can pile up quickly, and space is limited. It may be time to trim the size of your mailbox.This course tells you how to remove messages from your mailbox to reduce its overall size.

3Manage your mailbox I: Find its size and trim it downCourse goalsView the size of your mailbox and its folders. Understand what makes an e-mail message big and find the size of any message. Set up some simple processes and use tools built into Outlook to prevent your e-mail from piling up. 4Lesson Is your mailbox getting too big?5Manage your mailbox I: Find its size and trim it downIs your mailbox getting too big? An overstuffed mailbox can cause problems. Some service providers or system administrators wont allow you to send or receive e-mail when your mailbox reaches a certain size. You may or may not receive a warning, like the one shown here. If you do, or if you think youre getting close to the limit, it may be time to trim the size of your mailbox. Even if youre not over the limit, cutting e-mail bloat can help you stay on top of whats important.

6How so? For example, maybe youre having a hard time seeing what you need to because youve got so many messages in your mailbox. Trimming it can help you work more efficiently. Manage your mailbox I: Find its size and trim it downWhat does it mean for a mailbox to be big?As you can see in the picture, your mailbox is made up of folders. The size of the mailbox is determined by the size and quantity of whats inside the folders. As you send and receive messages, make appointments, add contacts, or create tasks, these folders fill up. So your mailbox starts to fill up, too.

7Manage your mailbox I: Find its size and trim it downWhat does it mean for a mailbox to be big?If you store your mail on a server, your mailbox size limitations are usually set by a system administrator.Size limitations can vary greatly and can range from 1 megabyte (MB) to 2 gigabytes (GB) or more. To find out the specific size limitations for your e-mail, you may need to do a little research.

8What kind of research? Your e-mail service provider may have a Web site on which this information is posted, or you can ask your system administrator, IT department, or ISP (Internet service provider).

Manage your mailbox I: Find its size and trim it downWhat does it mean for a mailbox to be big?When a mailbox reaches its upper limit, an administrator may start limiting functionality. Outlook sets a limit, too: 20 gigabytes (GB), which is a lot of e-mail. If your mailbox gets that big, Outlook wont let you add any more data. The solution? Time to tidy up.

9Examples of functionality loss: At 90 MB, you may get a warning; at 100 MB, you may no longer be able to send e-mail; and at 110 MB, you may no longer receive e-mail. Well tell you how to see mailbox size next.

Manage your mailbox I: Find its size and trim it downSee your mailbox sizeTo quickly find the size of your mailbox, use the Navigation Pane to switch to Folder view, and click Folder Sizes at the bottom of the pane.Because it displays size in terms of folders, the Folder Size dialog box is a convenient way to find out how big your mailbox is, as well as how much space particular folders are taking up.

10Manage your mailbox I: Find its size and trim it downSee your mailbox sizeYoull notice that size is indicated in kilobytes (KB). Fortunately, the relationship between kilobytes, megabytes, and gigabytes is straightforward: It takes 1,024 kilobytes to make a megabyte and 1,024 megabytes to make a gigabyte.

What do you do if your system administrator is talking about size in megabytes? 11If the relationship between kilobytes, megabytes, and gigabytes isnt something you care to memorize, dont worry. Conversion information is included in the Quick Reference Card thats linked to at the end of the course. Manage your mailbox I: Find its size and trim it downMessages can make a mailbox bigSo your mailbox size is determined by the size of its folders. Logically enough, a folders size is determined by the sizes of the messages in it. Message size varies from organization to organization and from person to person. The average message is about 30 KB. Like mailbox size limits, message size limits are set by a system administrator at the server level. You cant change this in Outlook.

12In addition to the sizes of the messages, the sizes of the calendar appointments, contact information, and notes in each mailbox folder contribute to the folders overall size. Now that you know a bit about size and what makes your mailbox big, lets talk about some quick ways to trim it.Manage your mailbox I: Find its size and trim it downFind the large messagesIf you want to reduce the overall size of your mailbox or a specific folder in your mailbox, one strategy is to read and respond to messages, and then file or delete them based on their size. You can use Outlook to monitor individual message size. For example, you can sort from largest to smallest. To see the size of each large message in your Mailbox, you can display messages in Table view. Animation: Right-click, and click Play.[Author: .swf gets inserted here; delete this placeholder before inserting .swf file.]

13The animation shows the process of seeing sizes and sorting messages by size using Table view. After you find big messages, you can then decide whether theyre worth keeping (considering their size). Not sure what your options are other than deleting? Well give you a few ideas later in the course.[Note to trainer: To play the animation when viewing the slide show, right-click the animation, then click Play. After playing the file once, you may have to click Rewind (after right-clicking) and then click Play. If youre clicking the slide to make text enter or to advance to the next slide but nothings happening, click away from the animation. Sometimes you have to click twice. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing an Adobe Flash animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before showing the presentation.]

Manage your mailbox I: Find its size and trim it downFind the large messagesIf you want to reduce the overall size of your mailbox or a specific folder in your mailbox, one strategy is to read and respond to messages, and then file or delete them based on their size.You can use Outlook to monitor individual message size. For example, you can sort from largest to smallest. To see the size of each large message in your Mailbox, you can display messages in Table view.

14The picture shows how by using Table view, you can see message size and sort messages accordingly. After you find big messages, you can then decide whether theyre worth keeping (considering their size). Not sure what your options are other than deleting? Well give you a few ideas later in the course.[Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.]

Manage your mailbox I: Find its size and trim it downSave attachments outside your e-mailWhen you start looking at size, you notice that the bigger messages are often those that include attachments. So, as you read your e-mail, you can use the Save Attachments command on the Microsoft Office Button menu and save the attachments to some convenient location on your hard disk.

15Youll need to have a message open to access the Microsoft Office Button menu. Manage your mailbox I: Find its size and trim it downSave attachments outside your e-mailAfter you save the attachment, you can delete the message if you dont need it anymore. Before you start saving attachments to your hard disk, make sure you have a location in mind that youll remember later.

16For example, if the attachment is a photo, you may want to save it in the Pictures or My Pictures folder. Also, when you save the attachment, make sure you give it a name that will help you remember its contents and context.

Manage your mailbox I: Find its size and trim it downNot current or useful? Move it to your computerIt may seem as if your e-mail is already on your computer, because thats where you look at it.But often your e-mail resides on an e-mail server until you move it to a folder on your computer.

17Manage your mailbox I: Find its size and trim it downNot current or useful? Move it to your computerHeres an example.If you use an Internet e-mail service such as Windows Live Hotmail or a server running Microsoft Exchange Server (as many large corporations do), your e-mail is probably stored on the server. Here, one option for reducing mailbox size is to move messages to a storage folder on your computer.

18Thats what happens, for example, when you archive messages using the AutoArchive feature. Manage your mailbox I: Find its size and trim it downEmpty the Deleted Items folderAnother way to move e-mail out of your mailbox is to delete it and then empty the Deleted Items folder.

Every time you delete an e-mail message, it goes into the Deleted Items folder, which usually resides on the server, not your computer. This folder can grow quickly, so you need to keep cleaning it out.

19Because you probably intended to get rid of deleted items in the first place, permanently tossing them out is a painless way to cut the bulk. Manage your mailbox I: Find its size and trim it downEmpty the Deleted Items folderYou can specify when and how you want your Deleted Items folder tidied up: automatically every time you exit Outlook, or manually whenever you like.

Automatically: Click Options on the Tools menu in the main Outlook window. On the Other tab, select the Empty the Deleted Items folder upon exiting check box. Your mailbox will be trimmer in no time.Manually: For more control, you can empty the folder any time you like with a simple right-click.

20The picture shows where in Outlook youll do this emptying. Manage your mailbox I: Find its size and trim it downTake steps to avoid junkOne way to battle e-mail bulk is to stop it at its source.Heres some advice that will help with that:

Use the Junk E-mail Filter and send junk where it belongs, the Junk E-mail folder. Dont respond to junk messages or chain letters. 21Manage your mailbox I: Find its size and trim it downTake steps to avoid junkOne way to battle e-mail bulk is to stop it at its source.Heres some advice that will help with that:

Take care before you click a link in a message that says something like, Click here to remove yourself from this mailing list. 22When you respond to or click these remove me links, youre letting the sender know that theres someone at your e-mail address, and youre likely to encourage more of this type of junk e-mail.Because junk e-mail and other unsolicited e-mail messages (also known as spam) are becoming an increasingly big nuisance, Outlook has a number of features designed to help you avoid them. The Quick Reference Card thats linked to at the end of the course includes links to resources to help you tackle junk e-mail.

Manage your mailbox I: Find its size and trim it downDo you use RSS? Weed your feedsRSS (also known as Really Simple Syndication) is a great way to have news and information delivered right to Outlook. Messages that come to you via RSS are typically delivered to the RSS Feeds folder in your mailbox. If you subscribe to Feeds that generate a lot of traffic, you may notice that the Feeds can quickly cause mailbox bulk. So, use the AutoArchive feature to automatically delete old Feed items.

23A pointer to specifics is in the Quick Reference Card thats linked to at the end of the course.Manage your mailbox I: Find its size and trim it downOne-stop cleanup with Mailbox CleanupThis course has described ways to learn the size of your mailbox and the messages inside it, plus some ways to move or delete messages to reduce mailbox size. Wish you could find all of these things in one place? Look no more. Its called Mailbox Cleanup, and you can get to it from the Tools menu in the main Outlook window.

24Manage your mailbox I: Find its size and trim it downOne-stop cleanup with Mailbox CleanupThis course has described ways to learn the size of your mailbox and the messages inside it, plus some ways to move or delete messages to reduce mailbox size. You can click Mailbox Cleanup to start finding and dealing with e-mail messages in ways that will now be familiar to you, as the picture shows.

25Manage your mailbox I: Find its size and trim it downSuggestions for practiceView Mailbox Cleanup. Find mailbox size from the Folder List.Sort by size. See your e-mail account type to learn about e-mail delivery. Online practice (requires Outlook 2007)26[Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you dont have Outlook 2007, you wont be able to access the practice instructions.]Manage your mailbox I: Find its size and trim it downTest question 1What makes a mailbox big? (Choose one answer.)The size and quantity of the messages in the folders. The Navigation Pane. Only messages with attachments. 27Manage your mailbox I: Find its size and trim it downTest question 1: AnswerThe size and quantity of the messages in the folders. 28Manage your mailbox I: Find its size and trim it downTest question 2When you delete messages to reduce the size of your mailbox, you also need to remember to do which of the following? (Choose one answer.)Restart your computer. Close Outlook. Empty the Deleted Items folder. 29Manage your mailbox I: Find its size and trim it downTest question 2: AnswerEmpty the Deleted Items folder. As you learned in the course, you can do that manually or automatically. 30Manage your mailbox I: Find its size and trim it downTest question 3Its possible to check mailbox size from Mailbox Cleanup. (Choose one answer.)True.False. 31Manage your mailbox I: Find its size and trim it downTest question 3: AnswerTrue. And you can see other useful things, such as all the messages over a certain size and all the messages over a certain age.32Manage your mailbox I: Find its size and trim it downQuick Reference CardFor a summary of the tasks covered in this course, view the Quick Reference Card.

33USING THIS TEMPLATESee the notes pane or view the full notes page (View menu or tab) for detailed help on this template.34Using This TemplateThis Microsoft Office PowerPoint template has training content about maintaining control over the size of your mailbox in Microsoft Office Outlook 2007. Its geared for you to present to a group and customize as necessary. This templates content is adapted from the Microsoft Office Online Training course called Manage your mailbox I: Find its size and trim it down.Features of the templateTitle slide: On the first slide, there is placeholder text over which you should type the name of your company. Or you can delete the text box altogether if you dont want this text.Animations: Custom animation effects are applied throughout the presentation. These effects include Peek, Stretch, Dissolve, and Checkerboard. All effects play in previous versions back to Microsoft PowerPoint 2000. To alter animation effects, go to the Slide Show menu, click Custom Animation, and work with the options that appear.If this presentation contains an Adobe Flash animation: To play the Flash file, you must register a Microsoft ActiveX control, called Shockwave Flash Object, on your computer. To do this, download the latest version of the Adobe Flash Player from the Adobe Web site. Warning about saving the Flash animations: The Flash animations will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) (youll see the file types in the Save As dialog box, next to Save as type). If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx)or PowerPoint Template (*.potx), the animations wont be retained in the saved file. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition, and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please note: You must have Microsoft Office Outlook 2007 installed to view the hands-on practice sessions. If you dont have Outlook 2007, you wont be able to access the practice instructions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).

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