Overview
Set up Out of Office replies when you will be absent
Visit the Microsoft Training portal for more information on How to Set Up Out of Office Replies.
Remove "Deleted Mail" from your mailbox
Mail is not completely removed until you empty out your Deleted Items folder.
When you delete mail from your inbox it is moved to your Deleted Items folder but remains in your mailbox. To completely remove your deleted mail, right-click on your Deleted Items folder and select Empty Deleted Items Folder. This completely empties deleted emails. You may also choose to delete individual items. You can search for certain items to delete by typing the name of the topic in the search bar and the deleting the topic name. To automatically remove your deleted items when exiting Outlook, select “Tools/Options” from the menu and click the "Other" tab. In the General section, select the option "Empty the Deleted Items folder upon exit" and click “OK”.
Delete obsolete or unnecessary copies of sent mail from your Sent Items folder
When you send a message, a copy of that message, including any attachment, is saved in your Sent Items folder. If you need to keep messages in your Sent Items folder for archive reasons, consider using Personal Folders to organize these messages. Instructions on how to setup and use Personal Folders are below. To disable the automatic saving of sent mail, select Tools/Options from the menu, select the Preferences tab and click the Email Options button. Deselect the option Save copies of messages in Sent Items folder and click OK, then click OK again.
Delete obsolete or unnecessary email from your Inbox and other folders
While viewing messages, you can click on the Date column header to sort your mail in ascending or descending order by the date it was received. You can also click on the Size column header to view messages largest to smallest. This allows you to view and remove larger emails, which take up most of the space in your mailbox. If you need to keep messages for archive reasons, consider using Personal Folders for this purpose. Simple instructions on how to setup and use Personal Folders are below.
Remove large attachments from your Inbox and/or Sent Items folder
While viewing messages in any folder, you can click on the Size column header, or the column header with the paper-clip, to view large messages or those containing attachments in ascending or descending order. Removing messages with large attachments greatly reduces the size of your mailbox.