Working with the Mail Clean Up Tool – A Primer

As the amount of data stored in the Outlook

application goes beyond a certain threshold you need to actively consider managing your Inbox size. A bulky Inbox is a clear cut recipe for a sluggish Outlook application and it can make it prone to crashes. Moreover at times you may even forget to remove your deleted items and perform other related tasks like archiving old emails and thus carrying out a cleanup job becomes essential. With the help of Cleanup Tools feature in Outlook you can organize emails in an effective manner and keep only the relevant emails in your Inbox to keep it light.

Quick tips to use Mailbox Cleanup  

You can use the cleanup tools to do a host of things. Let’s look at how you can use it to perform housekeeping tasks on the Outlook Inbox. Go to Tools and then scroll down to Mailbox Cleanup option and click on it. In the subsequent screen that shows up, you can check the size of the mailbox. If you wish you can separate out the emails that contain large attachments by using “Find options larger than … kilobytes”. Once such emails have been identified you can move them to a separate folder. Similarly you can sort emails based on their age and move them elsewhere. Next you also get the choice to remove the deleted items on one click. The same screen showcases the “AutoArchive” option that can used to seamlessly archive the old files.  However before you choose to archive your emails it is prudent to customize its settings. Incidentally you can set it to execute after a specified amount of days and act on items older than say six months. Moreover you can opt to have the settings applied only on the Inbox or if necessary on all the Outlook folders.

Besides features that Outlook provides, a little amount regular maintenance work can help you keep the application in order. Ideally you should perform clean up tasks, once a month on average and should not allow the Inbox size to cross the 1 GB mark. A small Inbox irrespective of the Outlook iteration you use is always advisable as it improves the response time and your searches too are returned in quick time.

An Outlook crash can come knocking without a clue

While there is a lot of goodwill for the Outlook application in the market, it has been pegged down by a notch or two by its predilection to crash at inopportune moments. Imagine a situation where you have important client meeting and your Outlook client crashes, compromising your entire history of client communication in one go. During such emergencies only a remarkable pst repair tool like DataNumen Outlook Repair can drag you out of the mess. Irrespective of the extent of PST corruption or the location of the files, this versatile tool can bring back the lost emails in a jiffy. Moreover it is not constrained by file size or format of the encompassed emails.

Author Introduction:

Alan Chen is President & Chairman of DataNumen, Inc., which is the world leader in data recovery technologies, including sql recovery and outlook repair software products. For more information visit http://www.datanumen.com/