Outlook 2007/2010 Email Mailbox Cleanup

As per the memo sent to all Manitowoc employees on October 2, 2013, emails are
to be kept for one year unless there is a business purpose for extended retention.
Employees are no longer able to use email as a permanent file repository. PST
email archives will be phased out and are to be deleted.
For emails that are required to be kept for longer than one year, an Exchange online
archive mailbox is being provided to all users. Prior to moving messages to your
Exchange online archive, you should delete all emails that are not required to be
retained longer than one year. For emails that are required to be retained longer
than 1 year, please refer to the MCA Exchange 2010 Custom Retention Policies
V1.docx and the MCA Exchange 2010 Custom Retention Policies OWA V1.docx
documents for instructions on applying Custom Retention Policies.
Some tips and techniques for Email mailbox cleanup are listed below. These
techniques can be used to clean up your Exchange mailbox as well as PST files.

Section
Section
Section
Section
Section

1
2
3
4
5

Outlook
Outlook
Outlook
Outlook
Outlook

2010
2010
2010
2007
2007

Email mailbox cleanup

Clean up Conversation
calendar cleanup
Email mailbox cleanup
calendar cleanup

Section 1 Outlook 2010 Email mailbox cleanup

1. Delete or remove large attachments using Search Folders
a. Go to Search Folders < Large Mail in your Inbox

b. Wait for search to complete, observe results and sort by size. Note
that search takes place across all folders in your email mailbox.

Outlook 2007/2010 Email Mailbox Cleanup

c. Delete or remove (save) any attachments from emails that contain

large attachments
Section 2 Outlook 2010 Clean up Conversation
2. Using the Clean up folder or conversation feature new to Outlook 2010,
delete all redundant messages (they are moved to your deleted items folder

a. Example Conversation cleanup

b. Run Clean up conversation or folder

Outlook 2007/2010 Email Mailbox Cleanup

c. Redundant items removed

d. Redundant items moved to Deleted Items folder

Section 3 Outlook 2010 calendar cleanup

3. Calendar Cleanup Remove old entries or large file attachments
a. Go to Calendar and choose View at the top of Outlook 2010.

Outlook 2007/2010 Email Mailbox Cleanup

b. Click on Change View < List

c. Add size column

i. Right click Headings bar and choose Field Chooser

Outlook 2007/2010 Email Mailbox Cleanup

ii. In Drop Down box that reads Frequently-used fields, choose

All Mail Fields

iii. Scroll down to Size and drag the Size field to the Headings
Bar to create Size column

iv. Sort by Size and scroll through different types of meetings such
as recurring and non-recurring

Outlook 2007/2010 Email Mailbox Cleanup

v. Open calendar items with large attachments and save

attachments if necessary, otherwise delete items with large
attachments.
Section 4 Outlook 2007 Email mailbox cleanup
4. Delete or remove large attachments. Outlook 2007 has a feature called
Mailbox cleanup
a. Go to Tools < Mailbox Cleanup

b. Select Find items larger than and enter a value

Outlook 2007/2010 Email Mailbox Cleanup

c. Sort items returned by size.

Section 5 Outlook 2007 calendar cleanup

5. Delete attachments from old meetings and Calendar Entries
a. Go to Calendar
b. From top menu, select View < Current View < All Appointments

Outlook 2007/2010 Email Mailbox Cleanup

c. Calendar items should appear in a list:

d. Sort by Start or End Date to find old meetings that can be deleted.
e. Add Size field to find Calendar entries that have large attachments
i. Right click Headings Bar where Subject, Location, and date
fields are located and choose Field Chooser

Outlook 2007/2010 Email Mailbox Cleanup

ii. In drop down box where it says Frequently-used fields, choose
All Mail fields

iii. Drag the size field up to the Headings bar.

iv. Sort by Size

Outlook 2007/2010 Email Mailbox Cleanup

v. Open calendar items with large attachments and save

attachments if necessary, otherwise delete items with large
attachments.