We have been fielding a few calls regarding issues with Outlook and/or Exchange lately. In resolving these issues we are noticing that some users are becoming very lax in keeping their email folders cleaned up. In some cases users have over 15,000 messages in their folders.
With disk space becoming cheap a lot of users simply aren't taking the time to clean up. This is a bad idea. First, why keep old stuff? Evaluate how often you go back to find something that's 1 year or less old. How about 1 to 2 years old? How about 2 to 3 years old? If you really must get back to that stuff you should be creating yearly archives that will allow you to call things back while getting them out of your Outlook folders. Large Outlook mailboxes make things run slower and can cause you to receive various Outlook errors. If your Outlook is anything less than Outlook 2003, you can crash Outlook if the file gets larger that 2 Gig.
Organizing Outlook is another concern. Do you keep all your items in your Inbox or your Deleted Items folder? When was the last time you cleaned your sent items folder out? Creating a simple folder system for storing your email will save you lots of time when you are looking for things and keep your Inbox reserved for what it was intended - new items coming in.
Outlook is a great tool. However, it does require regular house cleaning. Give us a call if you want to know more.
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