Managing
Your Outlook Account
The following
user guides show users how to: determine
how much space is remaining in their Outlook account; set up personal folders
for saving and organizing email messages; and delete old email messages.
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Determine Outlook Capacity
To determine how much Outlook space a user has available to them, the
user can access the Mailbox Cleanup
feature to find types of items to delete or move, empty the deleted items
folder, or transfer items to an archive file.
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Select the Tools menu.
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Select Mailbox Cleanup from the drop-down
menu.
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The Mailbox Cleanup window opens. Click the Click here button.
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The Folder
Size box opens displaying the sizes of the various folders (Calendar,
Contacts, Inbox, etc.). Based on the
capacity allotted to the general user (currently 20,000 KB or 20 MB), they
can see which folders may need the most attention in terms of clean-up and
management.
NOTE: The Outlook account size also includes
Calendar items, Contacts, and Sent Mail.
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v
Delete Old E-Mail
Oregon
Administrative Rule (OAR 166-300-0015 (8)) does direct that correspondence
(communications created or received by an agency, AND directly relate to an
agency program or agency administration, AND are not otherwise specified in the
State Agency General Records Retention Schedule) includes electronic messages
that communicate formal approvals, directions for action, and information about
contracts, purchases, grants, personnel and particular projects or programs. Communications not meeting the above criteria
do not need to be filed and may be retained as needed.
A
Rule of Thumb or at least a goal of the State Department of Administrative
Services' (DAS) is that "an email message [like a paper record] should be
preserved only for as long it is needed to accurately document agency
functions",
Email messages that do not
qualify under Public Records laws or State Archives rules should be deleted
once they are no longer needed.
There are multiple ways to delete email
messages.
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Select the
email message to be deleted.
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Simply tap
the Delete key on the computer
keyboard --  . . . or
Click the X on the Outlook toolbar
. . . or
Right-click the message and select Delete
from the drop-down menu.
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The deleted email
message is now in the Deleted Items folder.
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v
Empty "Deleted Items" Folder
Even though a message has been deleted, it is still retained in the
"Deleted Items" folder -- the default is for Outlook to empty the
Deleted items folder when the computer is shut down.
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Select Tools from the Outlook toolbar or
right-click the Deleted Items folder.
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Select "Empty 'Deleted Items' Folder"
from the drop-down menu.
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Click Yes to the Outlook prompt confirming
that the items should be permanently deleted.
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Permanently Delete "Deleted Items"
Even though a message has been deleted and the Deleted Items folder has
been emptied, messages are still retained in a "recycle" area from
which messages can then be recovered or permanently deleted.
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Select Tools from the Outlook toolbar or
right-click the Deleted Items folder.
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Select "Recover 'Deleted Items"
from the drop-down menu.
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Click the Select All button. 
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Click the
Purge Selected Items button. 
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Click OK at the prompt confirming that the
selected items are to be permanently deleted.
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v
Create Personal Folders in Outlook
In addition to the standard Outlook Inbox and the shared Public Folders
(e.g., where OYA policies, forms, and other general access documents are saved
in Public Folders for all OYA employees or employee groups to access), users
can also create sub-folders set up by topic, date, sender, etc.
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Select Personal Folders in the Navigation
Panel Folder List.
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Select File from the Outlook Toolbar.
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Select Folder from the drop-down menu.
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Select New Folder.
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Enter a Name for the new personal folder.
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Click OK.
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The new
sub-folder appears in the designated Personal Folder in the Navigation Panel
Folder List.
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v
Move E-Mail to Personal Folders
While Outlook offers many methods for moving (filing) email messages in
Personal Folders, the following is the easiest and most efficient.
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Select the
email message you want to move and hold the cursor down on the message.*
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Drag the
message to the left toward the desired Personal Folder in the Navigation
Panel Folder List.
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When the
folder is highlighted, release the cursor.
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* TIP: Select Multiple Items
To
select adjacent
items,
click the first item, and then hold down SHIFT and click the last item.
To select nonadjacent items, click the first item, and then
hold down CTRL and click additional items.
To select all items, click the Edit menu, and then
click Select All.
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The moved
email message is now in the selected Personal Folder.
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v
Search Email -- Sort the Email List
An easy way to sort the email list is by common email fields (e.g.,
From, Subject, Received Date, etc.).
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Select the Inbox in the Navigation Panel.
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Click a
column heading in the horizontal bar at the top of the list.
TIP: If sorting by the "From" field,
tap the first letter of the Sender's Last Name to quickly jump to that
location in the list.
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v
Search Email – Find Email by Specific Criteria
Items can be searched for by specific criteria (e.g., a phrase or words
used in an email message).
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If it is not
already highlighted (enabled), click the Find
button on the Standard toolbar.
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Select the Inbox in the Navigation Panel.
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Enter the
text to search for in the Look for
field.
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Click Find Now.
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An animated magnifying glass launches while the messages
are searched for the specified text.
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v
Search Email -- Switch to Another View
Views give users alternate ways to sort and find messages by organizing
them by categories (e.g., topic, sender, sent to). A different View can help the user find a
specific email in a group of messages or find the most recent email in an
ongoing conversation of multiple emails.
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Select the Inbox in the Navigation Panel.
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Select View from the Outlook toolbar.
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Select Current View.
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Select a view
from the list of options.
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An example of the Inbox set to "View by
Conversation Topic". All of the
emails regarding the same topic are grouped together.
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Click the
plus sign to the left of the group to expand or open the topic and the
individual messages within that topic display.
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v
Set Up Data Files for Archiving E-Mail
To archive old
emails, users can create Data Files,
which provide the ability to manage and save email to folders on the user's
local server.
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Select File from the Outlook Toolbar.
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Select Data File Management from the
drop-down menu.
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An
"Outlook Data Files" window opens – click Add.
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A "New
Outlook Data File" window opens – click OK.
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A
"Create or Open Outlook Data File" window opens – select My Documents and then select Outlook from the drop-down list.
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Enter a file
name for the data file – e.g., "2009 Email".
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Click OK.
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Enter a Name for the Personal Folder.
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Click OK to return to the "Outlook
Data Files" window.
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Click Close.
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v
Move E-Mail to Data Files
While Outlook offers many methods for moving messages, the following is
the easiest and most efficient.
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1
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Select the
group of email messages you want to archive.*
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Drag the
group to the left toward the desired Data File in the Navigation Panel Folder
List.
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3
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When the Data
File is highlighted, release the cursor.
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* TIP: Select Multiple Items
To
select adjacent
items,
click the first item, and then hold down SHIFT and click the last item.
To select nonadjacent items, click the first item, and then
hold down CTRL and click additional items.
To select all items, click the Edit menu, and then
click Select All.
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