It is important that all users develop a habit of managing their e-mail files.  Below you will find some tips and guidelines to help you develop good e-mail file management habits.

Faculty and Staff receive 130 MB of space on the Exchange server.  The default e-mail settings are:

• 120 MB - you will receive a warning notifying you that your mailbox is getting full but it's just a warning.
• 125 MB - you will still be able to receive e-mail but will no longer be able to send message.
• 130 MB - Your mailbox is closed and you will not be able to send or receive until messages are archived or deleted from the server.

To determine your mailbox size from within Outlook, right click on your mailbox (it will say, Mailbox - Your Name) and select Properties.  Click on the Folder Size button and you will see a breakdown of all your folders.

To determine your mailbox size from Outlook Web Access (OWA) on the Internet, go to http://mail.uncw.edu/mailboxsize.  You will need to log in and then you will see a breakdown of your folders.

General Tips

• If you read a message and there is no need to refer back to that message - DELETE IT IMMEDIATELY.
• Don't forget about SENT ITEMS.  Sent Items pile up and are often forgotten.  They count toward your e-mail storage allotment. Be sure to clean these files out periodically.
• Remember to empty out your DELETE folder.
• Attachments: Large attachments can fill a mailbox quickly, monitor their size.
• Consider saving attachments to your local hard drive or to the Sammy server.  To do this, open the e-mail, select attachment, right click on it, select Save As and locate the folder where you wish to save the file. (If you need access to these attachments off campus, save them to the Sammy server.)
• You can keep an e-mail and remove the attachment (be sure to save it first if you will need to access it later).  To do this, open the e-mail, select attachment, right click on it and select Remove to delete the attachment from the message.  
• When you no longer need quick access to a message but wish to save it for a longer period of time you can archive the message. Messages can be saved into your personal folders or archived folders and they will not take up space on the Exchange Server.
• You can also set your mail up to AutoArchive - click here for the Advanced Outlook handout and see page 18 for instructions. 
  (Note:  This is a pdf file.)
• Click here to see if a MEPF can help you manage your e-mail.

Guidelines

The following suggestions are offered to help you determine how effective your current practices are.

If your mailbox capacity is consistently at :

• 15% or less, you are doing a good job of managing your files and already have developed an effective e-mail management habit.
• 16%-25%, you have several messages that you hold for future reference.  Periodic review is essential and archiving is recommended to manage your mailbox.
• 26% - 35%, you have several messages that you hold for future reference.  Periodic review is essential and archiving and moving older archived files is recommended to manage your mailbox.
• Greater than 35%, if you are deleting what you can and archiving please contact the TAC at 24357 to determine the best approach for high users.