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Your outlook data requires storage space on your computer and on the Microsoft Exchange® server, the larger your outlook mailbox the longer your computer will take to access information
and the more resources you use up on the server. For this reason Microsoft recommends that you keep your working mailbox size to around about 2GB. You will receive an email warning
when you reach 2GB of the allocated storage and it will be necessary to take some or all of the following actions to reduce the size of your mailbox. Should your mailbox reach a
storage quota of 2.5GB you will no longer be able to send email.

You can check your mailbox usage and perform clean-ups from the Mailbox Cleanup option under the Tools menu in Outlook. Click on the View Mailbox Size to see a
breakdown of folders by their size. When looking to delete un-wanted email you can now concentrate on folders with large amounts of data. These will normally be folders that contain
attachments.

You can click on one of the Find buttons on the Mailbox Cleanup window to search for old emails in your mailbox that you might like to delete, or emails with large files
attached that you no longer require.

Note that archived outlook data is stored on your computer and a copy is no longer stored on the exchange server! You cannot access archived emails using Outlook Web Access (OWA) or
on your exchange compatible mobile device. You must also be responsible for backing up archived data files, the same as any other data on your computer. It is recommended
therefore that you keep your “working data” in your exchange mailbox at all times.

Archived emails should be accessible in your Archive Folders set from the left-hand mail folders section in Outlook. If you cannot see the Archive Folders folder set,
you can open your archive file by going to the outlook File Menu, choose Open and select Outlook Data File. Normally you will want to open the file called
Archive.pst, however sometimes there can be other .pst files stored on your computer. To find or change the current name or location of your outlook archive file, you can
check your AutoArchive settings under Tools Menu, Options, Other Tab, and click AutoArchive button.

To backup your outlook archive folder, simply close Microsoft Outlook and then copy your Archive file to a portable hard disk, flash drive, or other suitable backup device.
Alternatively contact your exchange service provider and enquire about an automated offsite backup service for your computer data.

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