Resources
Faculty/Staff Support: Microsoft Office
Outlook: Mail
Create A Signature
Use Folders for Organizing Email
Manage Your Mailbox Size
Create a Signature
- From Outlook click Tools, Options, Mail Format.
- Click Signatures.
- Click New to create a new signature.
- Give the signature a name (i.e. Work or personal or JBU, etc). Click OK.
- Click inside the Edit Signature box and type what you would like to include in your email signature. From this box you can also change the font type, size and color.
- Click Save when finished editing, then click ok to exit the dialogue box.
- To edit an existing signature follow the same steps above, except click Edit instead of New.
Use Folders for Organizing Email
Sub folders can be created within your Inbox. These can be useful for keeping your email organized into categories.
- To create a folder click on Inbox, then click File, New, Folder.
- Give the folder a name, Click ok
- Drag email items into that folder, or move them into that folder with the move to folder command on your open email message
Manage Your Mailbox Size
How Big is Your Mailbox?
- Open Outlook
- Click Go, Folder List
-
Click Folder Sizes
The following window shows the total size of your mailbox and the sizes of each of your individual folders.
Translating GB, MB and KB -- what does that mean?
1 GB (gigabyte) is equal to 1,000,000 KB == in the example above the total mailbox size is 179,444KB which is less than 1/3 of a GB
An average email message is around 30 KB
Graphics add to the size of messages
What Can I Do to Keep My Mailbox Size Down?
Deleted Items Folder
Every email, contact, calendar item and task you delete goes into the Deleted Items folder. You should periodically clean that folder up. You can right click on the Deleted Items folder and choose "Empty Deleted Items" Folder. (Items that you delete from the deleted items folder are recoverable for 7 days from the date of deletion. After that they are permanently deleted from the server -- Select Deleted Items, go to Tools, Recover Deleted Items)
You can also have messages bypass the Deleted Items folder and delete permanently by selecting the message or messages and pressing Shift-Delete on your keyboard.
Sent Items Folder
Every email you send creates a copy in the Sent Items folder. You should periodically clean that folder up. Remove the attachments from the emails in your Sent Items folder -- you have a copy of that attachment elsewhere, otherwise you wouldn't have been able to send it.
Save Attachments Somewhere Other Than Your Mailbox
All of us receive attachments, some of which we would like to keep, others which we should delete. For attachments you want to save that are related to your job, create an Email Folder on your M drive. Create subfolders within that folder make sense and save those attachments there.
Here is how to save an email message with the attachment
Open the email message
File, Save As
Pick a location to save the message
On the save as type choose Outlook Message Format. (this format
saves a copy of the email message with the attachment.