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Dealing With a Full Mailbox in Outlook 2010

Dealing With a Full Mailbox in Outlook 2010


    We’ve all seen it. The dreaded “Your mailbox is over the limit.” message.

    This means that not only can you not receive any new mail messages, you can’t send any emails either. This usually happens right at the climax of a very important project. The question is: What can we do about it?

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    You could always ask your email administrator to increase your limits, but that could take some time depending upon how busy they are with other help desk tickets. Below I’ve offered ways to help yourself. Plus, if you’ve already done these steps below, then when you do request the help desk ticket for increasing your limits, you will stand a much better chance of getting them increased.

    Three Solutions

    The first thing that you can do is empty your Deleted Items folder. The following steps are if you are using Outlook, but the concepts work in almost any mail program. Like your trash can at home, if you don’t empty the Deleted Items once in a while, you won’t ever get the space back. Simply right-click on the Deleted Items folder and choose Delete.

    The next one that’s often overlooked is your Sent Items folder. Outlook by default, saves every mail message to your Sent Items folder. Most other mail programs have the same capabilities. What this means is that every single “Hey…what are you doing for lunch?” email is in there. All five years worth of them. You don’t need to hang onto those messages. Go ahead and delete them. This step may take a bit longer than emptying the Deleted Items folder, but it will get the job done as well. You may want to sift through the messages, since there will be some messages that you have sent that you want to retain.

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    The third option is to use the AutoArchive function of Outlook. This one could be an issue for you, since the criteria for most archiving is by date. There are some messages (an annual or biannual contract negotiation with a vendor, for example) that you need to keep. Instead of auto-archiving those, move the messages to another folder manually.

    Outlook is usually configured to store messages on the Exchange server, which is good because you can sign into any PC in your organization and still retrieve your messages. Likewise, you can sign into webmail while you are traveling and still have access to those same messages. Unfortunately, this is where those mailbox limits come into play.

    For less critical mail, create an archive for yourself , since we’ve determined that AutoArchiving may not be the answer.

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    Your Own Personal Email Archive

    The way to do this is to have Outlook open, then go to File > Account Settings. Click on the Data Files tab and click on Add. This will let you create a new .PST file. You can name it anything your want. (I would suggest something along the lines of “2011 Archives” vs. “Personal Folders”, which is the default name. And no, I don’t know how they got PST out of Personal Folders. It’s a mystery to me too…)

    When you go to create the new PST file, you may want to create it in your shared files drive letter (commonly called H: for home, P: for Personal or U: for Users — your mileage may vary depending upon your network administrator.) This will create a new folder icon underneath your normal mailbox icons on the left. Expand this folder and start dragging emails over to the new folder. This folder used to have a limit of 2 GB in size, although you could always create more PST files. In Outlook 2010, they changed its formatting, increasing the limit to 50 GB — more than enough space. (If you need more than 50 GB of email, you have bigger issues than “mailbox full” messages.)

    There are some caveats to this method of archiving. First, this PST file won’t be available to you from machine to machine, unless you saved it to your U: drive. Secondly, if the machine that you put it on gets corrupted or has a hard disk failure, say goodbye to your e-mail (unless it’s backed up…you do have a backup, right? ). Third, your email administrator or your network security may not favor you doing this. If there is a virus in the email system, they can clean the mail servers. If if makes it into your PST file, it’s a whole lot harder to eradicate it. Of course, you should have anti-virus scanning your email as it comes in, but it still is a concern.

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    If this still doesn’t do the trick, then you simply need a larger quota. Doing the steps above will help support your request for more space.

    (Photo credit: White Email Symobls with One Red One via Shutterstock)

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    Last Updated on January 13, 2020

    11 Brain Training Apps to Train Your Mind and Improve Memory

    11 Brain Training Apps to Train Your Mind and Improve Memory

    Whether at work or at school, people these days are under tremendous pressure to perform, perform and perform! Stress and pressure can have adverse affects on the well-being of a person, and need to be controlled.

    Now, this doesn’t mean you make a dash to your nearest therapist. There are a number of wonderful and smart apps that you can use on your phone. These brain training apps have been scientifically designed to target specific areas of the human mind and control harmful emotions such as anxiety, as well as to improve memory and sharpness of the brain.

    Here are 11 iPhone apps that you will not only enjoy but also find useful in keeping your mental health balanced at all times.

    1. Lumosity

    This app consists of games that focus on improving the user’s memory, problem-solving capability, attention span, and thinking. There are three games in each session, and they challenge the brain by changing every time. The user has to complete the games while playing against a clock.

    Free of trial. $15 per month for the full version.

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    Luminosity Mind training apps-Lifehack

      2. Fit Brains Trainer

      This brain training app has 10 sets of games that work on different areas of the brain and improve memory as well as concentration. A user is required to finish a particular task from each category on a daily basis and the app tracks the progress by a color coded graph.

      Free.

      Fit Brains Trainer Mind training apps-Lifehack

        3. CogniFit Brain Fitness

        Developed with the help of neuroscientists, this fun app improves a person’s cognitive abilities, which includes memory and concentration. The progress made by the user over a period of time can be tracked. Users can also play challenge rounds with their friends. The app also modifies the difficulty level to suit the profile of the user and provide recommendations based on the results. Spending 20–30 minutes a few times every week can give measurable improvement in the performance of a user.

        First four games free, then $13 a month.

        cognifit-Mind Training Apps-Lifehack

          4. Brain Fitness Pro

          The makers of this app claim that it can improve the IQ of a user, and improve intelligence and memory. The app is fun and is user friendly, and 30 minutes a day can fetch you results in less than three weeks.

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          Buy for $3.99.

          5. Happify

          If nothing else makes you happy in life, this app will. Well, this is what the developers claim at least. This app comes loaded with lots of quizzes, polls and gratitude journals, which work on the fundamentals of positive psychology. The app also helps to control stress and emotions to make you feel better.

          Free to use.

          Happify-Mind Training Apps-Lifehack

            6. Clockwork Brain

            You will like the little gold robot that comes in every time to explain the next game you are going to play. While the games are not much different to those offered in apps such as Luminosity, the look and feel reminds me of a workshop from old times.

            Free.

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            Clockwork Trsin-Mind Training Apps-Lifehack

              7. ReliefLink

              Initially created as an app for suicide prevention, it has found its use as a great app for tracking the mood of the user by taking measure of all things relevant to the user’s mental health. In case the user experiences high emotional stress, the app has a coping mechanism that includes voice-recorded mindfulness, exercises and music for relaxation. There is also a map that informs the user of the nearest therapist and medical facilities for mental health treatment.

              Relief Link - Mind Training Apps - Lifehack

                8. Eidetic

                Eidetic is a memory enhancement app and uses a ‘spaced repetition’ technique to help users memorize information such as important phone numbers, words, credit card details or passwords. It also notifies you when it’s time to take a test to see what you remember, so that you retain information in your long-term memory.

                Eidetic - Mind Training Apps - Lifehack

                  9. Braingle

                  Braingle helps to maintain the sharpness of the brain and improve the reasoning ability of a person through riddles and optical illusions. It is different from other brain training apps that employ memory and reaction based tests. You can also compete with your friends and family members in figuring out the fun riddles.

                  Free.

                  Briangle- Mind Training Apps-LIfehack

                    10. Not The Hole Story

                    If you have a penchant for solving hard riddles, then this app is a must-have for you. Filled with exclusive riddles along with a simple-to-use interface, the app gives you riddles that you have to solve through a book. You will be given hints along the way, and when you give up, the answers will be revealed. This app will encourage you to broaden your thinking and put your mind to a challenging test.

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                    Free.

                    Not the hole story - Mind Training Apps - Lifehack

                      11. Personal Zen

                      This fun brain training app follows the journey of two animated characters who travel through a field of grass. Personal Zen is a nice app meant for reducing anxiety and trains the brain to focus on the positive aspects. The developer’s advice is to use the app for 10 minutes a day to see the best results.

                      Free.

                      personal zen- mind training apps - lifehack

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                        Featured photo credit: NeONBRAND via unsplash.com

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