Email Management - OWA and Outlook

Many of us want to keep important email messages at our fingertips, always accessible. However, Baylor mailbox sizes are limited which restricts the number of messages and attachments that can be stored within the allocated quota. The good news is that there are ways to manage your mailbox that will help you stay within your quota. Below are some tips to help accomplish this management.

How to check your current Exchange mailbox size:

If you are using the Outlook Web App (OWA), you can hover over your account name in the folder list view to see your current mailbox size. Using Outlook PC, you would right click your mailbox name, data file properties, folder size. For Outlook MAC, you would right click your account name, folder properties, storage. 600mb will be the new email quota for students.

Email Management-Size

Empty Deleted Items:

Messages you have deleted continue to count against your mailbox quota until they are physically deleted and no longer show up in the Deleted Items folder. Baylor global email parameters are set to empty deleted items within 30 days of being placed there, but you may manually delete them by right clicking your Deleted Items folder and choosing "empty". You have an additional 30 days to "recover" any deleted messages in the same manner.

Email Management-Deleted Items

Empty Junk E-mail:

Messages in your junk email folder should be reviewed often, but also should be emptied often. You can rid junk email messages by right clicking the folder, and "empty" junk email. This process will bypass your deleted items folder and send them to the recovery section of Exchange.

Email Management-Junk Email

Delete Sent Items:

The sent items folder is also often one of the largest folders in our Exchange mailbox. Please take a moment to review how far back sent items are dated (sort by date) within your Sent folder. Consider deleting any unneeded or very large messages (sort by size) in this folder too. Keep in mind that it is not how many messages we each have, but rather how large the attachment is with that message that tends to fill our mailboxes.

Email Management-Sent Items

Use Box:

Baylor licenses Box (cloud storage) for use by all faculty, staff, and students. Data stored there can be accessed from mobile devices and any computer. Therefore, consider storing email attachments (Word docs, pdf files, photos, videos, etc.) in Box where they will be available to you from any platform. You can then remove the attachment from the email to lessen your mailbox size, or delete the message from OWA or Outlook entirely. Box is accessed through your Bear_ID and password. See the Baylor Box Service web page for all the information about this service.

Email Management-Box

Archive Your Email

(for use with full Office Outlook version only):

Archiving is not an option using OWA. However, if you do have Office Outlook installed on your computer you may choose this option. Often we keep email around in the inbox and other folders longer than needed. If you have email that you want to keep, but that you don’t need to have accessible from all your devices, email archiving is a good solution. Archiving allows you to store the email in personal folders (PC) or "Folders on my computer" (MAC) on the computer hard drive where it is archived. You can choose to manually archive email messages by dragging them into specific personal folders, or you can set up Outlook PC to auto-archive messages based on increments you establish. MAC Outlook does not offer an auto-archive feature, but messages can be manually archived. Please visit http://www.baylor.edu/its/index.php?id=59109 for complete Outlook documentation and instructions.

Please contact the Help Desk at 254.710.4357 for further assistance or email them at helpdesk@baylor.edu