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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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    Published on October 16, 2018

    7 Clever Goal Tracker Apps to Help You Make the Most of Your Business

    7 Clever Goal Tracker Apps to Help You Make the Most of Your Business

    There’s nothing more fulfilling than the sense of accomplishment you get by achieving your business goals.

    Gone are the days when you used pen and paper to take notes and manage your work day. As millennials are relying heavily on technology to manage almost everything from finances to their personal fitness, goal tracking apps are also becoming increasingly popular.[1]

    In this piece, we will shed some light on 7 such goal tracking apps that you can use to streamline your operations.

    I have handpicked these apps from a software rating web services site Best Online Reviews. Industry experts review software on these websites and help businesses to find the right solutions to meet their various, unique business requirements.

    1. Aha!

      Aha! is a California-based roadmap software provider and offers excellent goal tracking app that lets you define goals and objectives for projects. The app also lets you list out primary tasks and allows you to focus on them.

      Hosted securely on the cloud, the app offers enhanced communication tools for sharing updates through emails with select colleagues or the entire organization.

      Aha! is available on multiple platforms such as the web, Android, iOS, Windows, etc. and starts from $59 per month per user.

      Available for Web

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      2. Asana

        Asana is one of the more popular project management apps available for businesses. It lets you organize all your team’s work, such as setting up and tracking goals, creating tasks, sharing files and notes, etc.

        Asana also allows your team to organize all their tasks and focus on urgent priorities. Moreover, the app offers a delightful user experience that makes task management simple and easy.

        Asana is available on multiple platforms from PCs and Mac to iOS and Android. Multi-channel adaptability makes Asana the perfect choice to track your goals anytime, from anywhere.

        Available for iOS | Android | Web

        3. Basecamp

          Basecamp is an excellent tool to manage all your team’s projects and keep your activities organized. It opens a new thread for every task and that task is visible by the whole team.

          With Basecamp, you can schedule tasks, add to-dos, discuss tasks by adding comments, add files and attachments, and much more.

          The app is available on both mobile and desktop platforms and costs $99 per month. It is available on the web, Android, and iOS platforms and offers excellent multi-channel access.

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          Available for iOS | Android | Web

          4. Forecast

            An efficient tool for successful task management, Forecast is also a popular goal tracking app. Apart from effective milestone tracking, the app also offers convenient status reporting.

            Forecast uses project history to let you know the status of your current work. Moreover, it uses the power of artificial intelligence (AI) to provide high-quality assistance. It is a robust app for small teams to track goals and time.

            Forecast is available for free and comes with Android and iOS app support. The premium version of the app starts from $19 per month per user.

            Available for Web

            5. Wrike

              Wrike is a cloud-based collaboration and project management app that successfully manages projects from start to finish. It lets you create tasks, track work progress and retrieve reports with ease.

              The app also gives real-time work updates and helps team members to understand their work priorities. A custom report builder helps you to generate in-depth reporting.

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              Wrike’s premium version is available from $9.80 per month per user and is available on multiple platforms.

              Available for iOS | Android | Web

              6. Todo.vu

                Todo.vu is a unique platform that delivers enhanced customer relationship management (CRM), task management, time tracking, and billing functionality in a single app.

                According to Capterra, it’s an ideal app for freelancers and consultants, who are looking for tools to improve efficiency and transparency.

                Although the app is free to use with basic features, the premium plan starts from $5 per month per user. The app also comes with calendar sync and task reminder functionality to keep you on track, always.

                Available for Web

                7. Flock

                  Looking for a tool to simplify task management? Try out Flock.

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                  Flock comes with enhanced goal tracking and additional features like instant messaging.

                  Moreover, Flock offers tons of integrations with tools such as Google, MailChimp, Jira, Dropbox, etc. It is a powerful tool that’s packed with robust features such as reminders, notes, polls and to-dos.

                  Even though you can use the tool for free, the paid version of Flock is available from $4.50 per month per user.

                  Available for iOS | Android | Web

                  Conclusion

                  Businesses need high-quality project management tools to streamline collaboration and operations. Enhanced goal tracking apps make it easy for your team to improve productivity by keeping its tasks organized.

                  But it’s essential that you choose an app that meets your unique business requirements. You can choose from the above-mentioned apps to streamline operations and improve the productivity of your team.

                  Featured photo credit: Alvaro Reyes via unsplash.com

                  Reference

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