Best Practices for Using Microsoft Outlook from a Sales Perspective

How to Check Your Mailbox/Personal Folders Size

Even if you don’t have an Exchange Server Administrator sending you notices when your mailbox gets too big, it is still a good idea to keep an eye on how big your local Outlook files are so that you can keep them below the corruption danger zone (see Reducing Attachment Size to Speed Up Outlook and Why Archive Your Outlook Mailbox). To see how big your mailbox or personal folders (for non Exchange users) are read on.

Right click on the upper most folder of your Default Folder list (this is the one that your Inbox resides in) and then select Properties from the pop up menu (see screen print below).

Mailbox Properties Option

Click on the Folder Size button on the lower left corner of the Outlook Today Properties window (see screen print bloew).

Properties Window with Folder Size Highlighted

The Folder Size window will now open – it may take a few minutes to populate especially if you have a lot of items. (see thumbnail below)

Folder Size Window

You are looking for the Total size (including subfolders) value – optimal for Outlook 2003 is around 300,000 KB, but you are probably OK up to 500,000 KB as long as your Exchange Administrator (if you are on Exchange) hasn’t put a lower limit on you. Many Exchange hosting services will charge you a premium for mailboxes over 200,000 KB so you definitely want to keep an eye on this figure if you are a hosted Exchange user.

If your Total size is 500,000 KB or more, you may want to take a look at Arrow-Tip #9, Arrow-Tip #11 and especially Arrow-Tip #24 to help you get it down to a manageable size.

This post was written by MistyKhan and published on April 3, 2008 in the following categories: How-To's, Performance. You can leave trackbacks on this post at this address. To follow the comments on this post subscribe to the RSS feed.


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