Problem Solution AutoArchive Help The following page offers a solution to Outlook users who received the following email. Problem From: System Administrator Sent: To: Doe, John Subject: Your mailbox is over its size limit Importance: High Your mailbox has exceeded one or more size limits set by your administrator. Your mailbox size is 56476 KB. Mailbox size limits: You will receive a warning when your mailbox reaches 40960 KB. You may not be able to send or receive new mail until you reduce your mailbox size. To make more space available, delete any items that you are no longer using or move them to your personal folder file (.pst). Items in all of your mailbox folders including the Deleted Items and Sent Items folders count against your size limit. You must empty the Deleted Items folder after deleting items or the space will not be freed. See client Help for more information. Solutions: You can check to see how big your account is at any time by doing the following: Locate the "Outlook Today" icon on the Outlook Shortcuts taskbar (usually on the left side of the Outlook window) Right-click on this icon, then select the "Properties" option from the pop-up menu Click on the "Folder size..." button in the lower left corner of the window that appears. In the "Folder Size" window you will see a figure that gives the total storage space used ("storage size"), plus a scrollable list of all your Outlook subfolders and their individual sizes. This is useful in locating what folders are occupying the most space on the mail server. If you aren't already using it, you may want to turn on Outlook's "AutoArchive" feature. This feature moves mail items from the mail server to your hard drive after a specified number of days (14 days is the default). Using AutoArchive will help keep your Outlook account size down so you hopefully won't use up your allowed storage space. AutoArchive Help: Below are the steps for activating the AutoArchive feature - these are taken directly from the Outlook Help file, so you can look these steps up any time you need them. Hope this helps! Turn on AutoArchive: On the Tools menu, click Options, and then click the Other tab. Click AutoArchive. To set AutoArchive to turn on when you start Outlook, select the AutoArchive every check box. To specify how often the AutoArchive process will run, enter number in the days box. To be notified before the items are archived, select the Prompt before AutoArchive check box. In the Default archive file box, type a file name for the archived items to be transferred to, or click Browse to select from a list. Now that you have turned on AutoArchive, you must set AutoArchive properties for each folder to activate AutoArchive.