1. www.RCGdirect.com Email Mailbox Cleanup

2. www.RCGdirect.com Preventive Measures ●Security: Unlimited mailbox sizes opens RCG to a potential denial- of-service (DOS) attack allowing a would-be hacker to send unlimited messages to a mailbox until the actual servers run out of disk space, rendering the enterprise email system to be inoperable ●Performance: The larger the mailbox, the more items you have in your folders; as with anything, the more an application needs to search, the more processing power is required which can slow down the other functions that your PC is processing ●Recovery & Maintenance: Mailboxes exceeding over 2GB can take several hours to restore, which ultimately leads to end user downtime; at the same token the back end maintenance window to back up this data lends itself to some considerable backup processing time

3. www.RCGdirect.com Goals ●Get Mailbox size under 2GB –Check current size in Outlook: ○Go to Tools -> Mailbox Cleanup -> View Mailbox Size ○Total Size is in KB (1024KB=1MB, 1024=1GB)

4. www.RCGdirect.com More Than One Way To Skin a Cat ●Mail Cleanup Feature –The ‘Find’ button will open a new window, listing all emails that match search parameter selected ○Items from here can be deleted the same was an in any Outlook folder –‘Find items older than * days’ ○Recommendation would be to search for any items over 365 days –‘Find items larger than * kilobytes’ ○Recommendation would be to search for any items larger than 1024 kilobytes

5. www.RCGdirect.com More Than One Way To Skin a Cat ●Manual Deletion of emails –Useful for deleting single emails/few selected emails at a time –Sort by options: Sent, Received, Attachment, ●Empty Deleted Items (Automated) –Anything Deleted or moved to Deleted Items is set to be deleted upon closing Outlook. –Outlook should be closed periodically –Items Deleted mistakenly can be retrieved via the Recover Deleted Items feature ○Items are only kept here temporarily

6. www.RCGdirect.com More Than One Way To Skin a Cat ●Local Archiving –Best for archiving off large folders –Go to File -> Archive -> Select folder and set a date for ‘Archive items older than:’ Click Browse and rename the file as you wish using the format filename.pst –This will create a.pst file that can be reimported into Outlook

7. www.RCGdirect.com Accessible Archived Folders –Adding.pst file to an accessible folder in Outlook ○To make them accessible in Outlook on a regular basis: go to File -> Data File Management -> Add -> Select ‘Office Outlook Personal Folders File’ and select the.pst that was saved in the Archiving above ○The next window will allow you to type in a name for the Archived Folder being added (eTreasury –The folder will appear as a separate folder at the bottom of the Mail Folders section in Outlook –Emails can be drag & dropped into this folder as well

8. www.RCGdirect.com eMailXtender ●Any sent or received emails can be retrieved via eMailXtender ●eMailXtender should be installed on ALL PCs –If it is not installed on your PC please contact IT immediately –Click on the highlighted icon above to launch the eMailXtender client –Enter specified data (the more specific the better & faster the results) ○None are required ○‘From’ and ‘Sent to’ fields can have email addresses typed out or selected from the Address Book by clicking either button

9. www.RCGdirect.com Keep in Mind ●All emails are kept in archive for at least 7 years ●Any items deleted in Outlook can be retrieved via eMailXtender ●Emails archived to a.pst are accessible on the PC they are saved on –If the PC is replaced these will need to be back up and transferred –.pst files can become large depending on emails within & this space will be taken up on the PC ●This will require continued attention and will be a continued effort to monitor and maintain mailboxes to below 2GB