Email Archiving and Cleanup Tips

Managing Your Mailbox Quota

Our standard corporate mailboxes have a 50GB limit. While this sounds vast, it can fill up quickly if you receive many large attachments or never delete old meeting invites. You can check your current usage in Outlook by clicking 'File' and looking at the 'Mailbox Settings' section. If you are approaching your limit, use the 'Clean Up' tool to automatically remove redundant messages from long email threads. This feature keeps only the most recent message that contains all previous replies, significantly reducing the number of items in your inbox. Another great tip is to sort your mail by size to identify and delete or move old messages with large attachments that are no longer needed.

Using the Online Archive

To help manage inbox clutter, we have enabled an 'Online Archive' for all users. This is a separate mailbox that appears at the bottom of your folder list in Outlook. By default, any emails older than two years are automatically moved to this archive to keep your primary inbox fast and responsive. You still have full access to these emails, and they remain completely searchable. If you have a specific project folder that you want to archive immediately, you can right-click it and change the 'Archive Policy.' Moving data to the Online Archive is the best way to keep your primary mailbox under the 50GB limit while still retaining important historical records for compliance and reference purposes.