Scroll to the oldest date and make note of the year. In your Sent Items folder, click on the Received column to sort by date.In your Inbox, click on the Received column to sort by date.In Outlook, find your oldest messages, so that you know what year you need to start archiving:.Below are instructions for creating annual data files for your archived mail, so that it’s easy to find messages by calendar year. You will still have access to all your mail, it just will be stored locally instead of in the cloud. If you have a large amount of mail in your Sent items or other folders, contact me to discuss your options.Īrchiving mail from your IMAP accounts involves creating data files on your local computer to store your older email instead of keeping it all on the server.If your Trash folder is large, you can log into webmail and empty your trash.If your Inbox folder is large, you can reduce the amount of days messages are left on the server.
If you are using POP3, the method for removing mail from the server will depend on which mail folders you need to empty.You will need to create a local data file (PST) on your computer and archive mail off of the server using the instructions below. If you your email account is configured using IMAP, this means you view all of your mail on the server.Step 2: Find the appropriate method to remove mail from the server Be sure you’re looking at the one(s) hosted by us, not any third-party email accounts (such as Gmail). NOTE: You may have multiple accounts listed in your email client. On the Email tab, find your email address, and then see if it says POP/SMTP or IMAP/SMTP next to it.Click Account Settings, then click Account Settings again.Click the File tab in the top left corner in Outlook.The method for archiving mail is different depending on how your mail client is setup. You first need to determine if your email client on your computer is configured for IMAP or POP3. Step 1: Determine your current mail settings These are instructions for archiving mail if you use Microsoft Outlook to check your email. You don’t have to delete old mail though, you can move the mail off the server and on to your local computer. If you are getting messages about your mailbox nearing its quota, you will need to remove some mail from the server.
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