In This Document:

• Overview
• Manual Archiving (for graduating students)
• Auto Archiving (for current students)
• Viewing Exchange Mailbox Size
• Exchange Quota Messages
• Managing Your Quota

Kellogg provides all Full-Time, PTMBA-Saturday, and EMBA 73-76 students with 512 megabytes (MB) of storage for their Kellogg Exchange account. Information stored on the server includes Email (and attachments), Contacts, Calendar, and Tasks data. On average, students reach the 512 MB quota after roughly two quarters of classes, and thus managing your Exchange quota is vitally important.

This documentation describes several methods of managing your mailbox size. Each of these methods removes items from your Kellogg Exchange account and stores them on your laptop hard drive; therefore, only follow these steps on a single computer, if you use Outlook to view mail on multiple computers.

1. In Outlook, go to File > Archive... To archive all email, calendar, contacts, and tasks, select the Mailbox Folder, as highlighted to the right. Select tomorrow's date to archive all items through the current day and time. Next, click Browse...
2. Navigate to your Documents folder and create a new folder called Outlook Data. Name the file to indicate the cut-off date for included items (eg: archive_June1_2007.pst). Click OK.
3. Wait while Outlook archives your data. This Process may take up to several minutes. In Outlook 2007, the Archive Folder will appear in your Mail Folders column once archiving is complete (as illustrated to the right). No further steps are required to view archived items. In Outlook 2003, you must manually add the archive data file you created. Continue to Step #4.
Note: This step is only required for Office 2003. 4. To view your archived items in Outlook 2003, click File > Data File Management. Click Add... (as illustrated to the right). Find and select the archive file you created and click OK.
Note: This step is only required for Office 2003. 5. When prompted, name the Folder as you would like it appear in Outlook. Then click OK. You should now see the archive folder in Outlook, under Mail Folders.

Auto Archiving (for current Kellogg students)

Recommended for most users, especially if your email is often unsorted in your Inbox and/or you do not access old messages from multiple locations. This method automatically takes "old" online data and transfers it to your computer hard drive. See "Managing your Quota," below, for additional methods of freeing up storage on the Exchange server.

1. In Outlook, go to Tools > Options... Select the "Other" tab and click AutoArchive. Check "Run AutoArchive every... / days," and select how often you'd like Outlook to archive your data. Make sure "Delete expired items" is UN-checked. Under "Default folder settings for archiving," define what items will get archived (eg: items older than 4 months). Click "Apply these settings to all folders now" Next, click Browse...
2. Navigate to your Documents folder and create a new folder called Outlook Data. Click OK to close this window and OK twice more to to close the AutoArchiving and Options windows.
3. Go to File > Archive... and select "Archive all folders according to their AutoArchive settings. Click OK.
3. Wait while Outlook archives your data. This Process may take up to several minutes. In Outlook 2007, the Archive Folder will appear in your Mail Folders column once archiving is complete (as illustrated to the right). No further steps are required to view archived items. In Outlook 2003, you must manually add the archive data file you created. Continue to Step #4.
Note: This step is only required for Office 2003. 4. To view your archived items in Outlook 2003, click File > Data File Management. Click Add... (as illustrated to the right). Find and select the archive file you created and click OK.
Note: This step is only required for Office 2003. 5. When prompted, name the Folder as you would like it appear in Outlook. Then click OK. You should now see the archive folder in Outlook, under Mail Folders.
Optional: Customize how specific folders archive If you store vital email (or rarely used email) in a particular folder, you can customize how that folder archives. 6. Right-click any folder in the Mail Folders pane, and click Properties. Select the AutoArhive tab, and specify how you would like AutoArchive to handle this particular folder. For example, if this folder contains vitally important email, consider selecting "Do not archive items in this folder." Conversely, if this folder contains unimportant newsletters that you rarely read, configure AutoArchive to clean out items that are more recent.

1. To view the size of your current mailbox on the Exchange server, go to Tools > Mailbox Cleanup. Then click View Mailbox Size...
2. Click on the Server Data Tab. Your Exchange mailbox size is listed in kilobytes (KB). Note: The quota (maximum allowed space) for students is 512 MB, or 524288 KB.

When you are within 100 MB of your quota (ie: 412 MB), you will receive the following warning message: "Please reduce your mailbox size. Delete any items you don't need from your mailbox and empty your Deleted Items folder."

Once you reach your quota (512 MB), you will recieve the following warning message: "Your mailbox can no longer send messages. Please reduce your mailbox size. Delete any items you don't need from your mailbox and empty your Deleted Items folder." Once you reach your quota, you will continue to receive mail, but will be unable to respond or create new messages.

Managing your Quota

In addition to archiving, you can also reduce the space used on the server in the following ways:

1) Empty your Junk Email and Deleted Items folders.

2) In the Mail pane of Outlook, click New > Search Folder... and select Large Mail. Open the search folder and delete or archive the large messages you no longer need.

3) Delete large attachments: Select a message and click File > Save Attachments... > All Attachments. Next, open the message, right-click the attachment, and select Remove. Then save the message when prompted.

4) Manually drag-and-drop messages from your Exchange Mail Folder(s) directly to the Archived Mail folder, or other attached PST file.