Your mailbox is over the limit!

Where I work we have a very small storage alottment per our exchange profiles. We are limited to roughly 256 mb (give or take), which you can imagine can and will fill up very quickly. Especially with such high volume of email exchanges nowadays. In order to circumvent the “nasty graham” reminders I setup two client-only outlook rules after a suggestion from a colleague of mine.

I created two folders nested in a backup folder. One called Inbox and the other Sent. Keep in mind that I only check work email on one laptop but I do have a blackberry which the Sent Route Filter does not apply to. So any reponses from my blackberry will be found in the Sent Items folder. So keep that in mind. If you check mail from multiple pcs using the Outlook client (not including the web client) you will have issues with your emails scattered between systems so also be aware of that.

Step 1: Disable saving to Sent Items

Open up Outlook then go to Tools –> Options

In the Options dialog click the E-mail Options… button

Uncheck Save copies of messages in Sent Items folder then click OK

Click OK to close the Options dialog

Step 2: Setup the Rules

Go to Tools –> Rules and Alerts…

Click on the New Rule… button

Select Check messages after sending then click Next

Select on this machine only then click Next

Select move a copy to the specified folder, then click on the specified link in step 2

Select your new destination folder, then click OK

Click Next on the Rules Wizard dialog

Click Next again on the Rules Wizard dialog

Finally specify a name for the rule and click Finish

Side Note

If you receive this message simply click OK to proceed

Click Ok to close the Rules and Alerts window

Step 3: Test the Rule

Send a message from within Outlook and it should end up in your new destination folder


Final words

Now I have walked you through the process of creating a rule that moves all your sent mail to a custom destination folder, its your turn to do it for the inbox. Now create a rule for your inbox following similar procedures from (Step 2) with a slight variation of selecting a different inbox folder and specify a different rule name.

Good luck!


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