Managing the quota (mailbox size) of your (Microsoft 365) account using Outlook for macOS

Your Exchange mailbox has a finite storage quota (100 GB for faculty and staff). It's good practice to monitor your quota and delete unnecessary email messages to keep your mailbox well below quota.

  1. Control-click your Northwestern mailbox and click Properties...
    Here is an image of where to find the mailbox properties window. In the dropdown menu that appears after control-clicking the mailbox, the Properties button is the fifth option listed.

  2. Click Storage to see your overall usage, as well as the amount of space each folder is using. Click OK when you're done.
    Here is an image showing the mailbox properties. The Storage tab is the second tab in the window. The total size is visible above the list of subfolders.
  3. In the main Outlook window, Control-click Junk E-mail, then click Empty Folder.
  4. This is an image of what users need to do in order to empty folders in Outlook for Mac
  5. Do the same with the Deleted Items.
  6. Above the inbox column, click on the By: menu and select Size in the drop down menu. In the same drop down menu, make sure it is organize with Largest on top. Delete emails as necessary.
  7. This is an image of how to sort email conversations by size in Outlook for Mac
  8. Repeat this step except organizing by Date Received.

You can also create an auto-archive rule that will automatically save and remove email messages for you.
  1. Open Outlook > Preferences...
  2. Click General and uncheck the box named Hide On My Computer folders.
  3. Close the Preferences window and go back to your main Outlook window.
  4. In the left hand menu, create a new folder by right-clicking On My Computer. Name the new folder.
  5. Open ToolsRules.
  6. In the Rules window, under Server Rules, select your Northwestern email account.
  7. Click the plus (+) button to add a new rule.
  8. Name the rule.
  9. Edit the first criterion to Date Received and Is Greater Than and enter an appropriate time frame after it.
  10. Edit the second criterion to Move Message and move the message to the folder you created earlier. Click OK when you're done entering criteria.
  11. This is an image of Auto Archive settings in Outlook for Mac
  12. To activate this rule on your current mailbox, go to Message > Rules and select the rule you have created.

Keywords:email mail space data storage full Mac Exchange O365 M365   Doc ID:74234
Owner:TSS Tier 2 .Group:Northwestern
Created:2017-06-21 16:46 CDTUpdated:2020-12-14 15:34 CDT
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