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How to fix an "exceeding" or "over size limit" message In Microsoft Outlook 2002 and 2003 for Windows
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An error message such as your mailbox is over its size limit indicates that you have exceeded your Exchange server quota. You can check your disk quota by using the mailbox cleanup tool in Outlook 2003 and 2007. This tool is not available in prior versions of Outlook. 1. From the Tools menu, select Mailbox Cleanup... . 2. Click the View Mailbox Size to view your usage. Check for large messages and attachments To search for messages and attachments over a specified size, follow the directions below to use Advanced Find: 1. From the Tools menu, choose Mailbox Cleanup... . 2. Click the radio button Find items larger than. You can leave the default value of 250 kilobytes or increase it to narrow your search to larger messages. 1024 kilobytes equals 1 megabyte. 3. Click Find... . 4. In the Advanced Find window, click View, then Arrange By, and then Size. Now that you have a list of messages in the Advanced Find window that are over a certain size, you must choose what you want to do with those messages: You can delete them by rightclicking each message in the Advanced Find window and choosing Delete. You can open each message, save its attachments to a local folder, and then remove the attachments from the message. This will allow you to keep the email message without the attachment counting against your Exchange quota. Below are the steps for this procedure: 1. In the Advanced Find window, doubleclick the message. 2. Rightclick the attachments and click Save As... . 3. Browse to the folder you would like to save the attachment in and click Save. 4. Rightclick the attachments and click Remove. 5. From the messageand39s File menu, select Save to save the message without the attachments. You can move messages over a certain size to a personal folder file within Outlook. You can drag messages from the Advanced Find window to your personal folders in the left pane of Outlook. Archive old items Archiving messages in Outlook saves old messages by date to a personal folder file .pst file. As messages in Outlook age, AutoArchive places these messages into a personal folder file. For more information, see the Knowledge Base document 00279 In Microsoft Outlook 2003 and 2007, what is AutoArchive, and how do I use it To archive items manually in Outlook, select the folder you wish to archive, then from the File menu, select Archive... . This will archive all the messages in that folder, according to the settings you give.