TUESDAY: IMPORTANT: Update on Email Change #3

Good Morning All,

First let me thank all of you who have taken the time to make your mailbox size manageable. This has sped up the process greatly. We were able to migrate about 45 users yesterday. I need to emphasize how important it is for the rest of you to do the same. If a mailbox is below 3 gb, it takes about 30 minutes to get emails moving to the cloud. It took on the average three hours for mailboxes that were larger and need to be archived first.

It is very important to get everyone on the new mail system and ready to start receiving mail. The risk of the in-house servers failing again gets higher every day. We are working very hard to make sure we are positioned not to lose data in the event of another failure. We need you help to protect that data. PLEASE take an hour to delete items which you do not need. Your sent emails and your deleted emails are the perfect place to start deleting. Remember on the new system if you reach the limit (10 gb), you will no longer be able to send or receive emails.

The ITS staff is out in the field again today. On STX, Derval and Gio started on the Evans Center and will continue today. The STT crew will continue on their lists as well.
Tina

The instructions to archive your own mail is below.

THINGS TO DO TODAY: Archive or Delete all old emails!
Here’s how to quickly clean your Inbox in Outlook 2003/2007
If you receive a lot of emails every day your inbox can fill up quickly. Outlook 2003 has an easy way to clean up your inbox quickly without having to go through each email individually to decide what needs to be kept.
To get to this window, click on Tools \ Mailbox Cleanup.

In this window you have several options to choose from. The easiest option is to select Auto Archive, which will move older items into the Archive Folder. You could also choose to empty the deleted items.
One of the more useful features however, is to quickly find all large emails using the “Find items larger than” button. Deleting all the largest emails would very quickly bring your inbox size down to a reasonable size.

Here’s how to configure AutoArchive in Outlook 2007
The Auto Archive feature can be used in order to control what email is kept on the server’s storage and what can be saved to your local hard drive or preferably an external drive. AutoArchive is turned on by default in Outlook 2007 and will actually remove some of the oldest files (you determine the amount of time).
Open Outlook and click on Tools \ Options

Now click on the other tab and click the AutoArchive button.

This opens up a whole menu of options and settings to pick from: for instance you can choose how often AutoArchive runs for example it can run every 20 days. A check should be placed next to “Prompt before AutoArchive runs” so users can confirm the AutoArchive run.

This is also where you decide when to clean out old items. You can select the Browse button to indicate where you want to move them to, your local hard drive or an external drive. You can always select to permanently delete old items if you do not want to keep them around any longer. Click OK to save your settings.
NOTE: A mail folder will not use the “default archive settings” unless you tell it to do so. In Office 2010 it is almost automatic so when you choose to autoarchive it will set it to autoarchive all folders. In Outlook 2007 you have to choose the check box that turns on autoarchive all folders in the autoarchive settings or you can right click on the email folder, go to properties and choose the autoarchive tab shown below.