Outlook - Clean Up Your Inbox Video
Learn how to effectively manage your mailbox storage in Outlook. Monitor and control the space your emails and folders use to keep your account running smoothly. Clear out older emails while keeping recent ones, and free up space by deleting unnecessary items. Discover the detailed view of folder sizes and message counts to keep your inbox organized. Don't miss out on this essential tutorial for Outlook users!
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Action Function
- 04:18
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Search Function
- 03:42
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Date and Time Function
- 02:53
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Logical Function
- 03:14
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Text Function
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Basic Function
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Categories of Functions in Power FX
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Introduction to Power Fx
- 01:09
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The New Calendar
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Sections
- 02:34
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Customizing Views
- 03:25
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Introduction to the New Features of Microsoft Teams
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Guide to Using the Microsoft Authenticator App
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Turn on Multi-Factor Authentication in the Admin Section
- 02:07
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Concept of Multi-Factor Authentication
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Retrieve Data from a Web Page and Include it in Excel
- 04:35
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Create a Desktop Flow with Power Automate from a Template
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Understand the Specifics and Requirements of Desktop Flows
- 02:44
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Dropbox: Create a SAS Exchange Between SharePoint and Another Storage Service
- 03:34
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Excel: List Files from a Channel in an Excel Workbook with Power Automate
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Excel: Link Excel Scripts and Power Automate Flows
- 03:22
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SharePoint: Link Microsoft Forms and Lists in a Power Automate Flow
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SharePoint: Automate File Movement to an Archive Library
- 05:20
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Share Power Automate Flows
- 02:20
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Manipulate Dynamic Content with Power FX
- 03:59
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Leverage Variables with Power FX in Power Automate
- 03:28
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Understand the Concept of Variables and Loops in Power Automate
- 03:55
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Add Conditional “Switch” Actions in Power Automate
- 03:58
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Add Conditional “IF” Actions in Power Automate
- 03:06
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Create an Approval Flow with Power Automate
- 03:10
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Create a Scheduled Flow with Power Automate
- 01:29
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Create an Instant Flow with Power Automate
- 02:18
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Create an Automated Flow with Power Automate
- 03:28
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Create a Simple Flow with AI Copilot
- 04:31
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Create a Flow Based on a Template with Power Automate
- 03:20
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Discover the “Build Space”
- 02:26
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The Power Automate Mobile App
- 01:39
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Familiarize Yourself with the Different Types of Flows
- 01:37
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Understand the Steps to Create a Power Automate Flow
- 01:51
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Discover the Power Automate Home Interface
- 02:51
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Access Power Automate for the Web
- 01:25
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Understand the Benefits of Power Automate
- 01:30
- Viewed 57 times
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Add a third-party application
- 02:40
- Viewed 79 times
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Send a survey or questionnaire by email
- 02:06
- Viewed 65 times
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Collaborate directly during an event with Microsoft Loop and Outlook
- 02:01
- Viewed 74 times
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Create a collaborative email with Microsoft Loop and Outlook
- 02:30
- Viewed 65 times
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Streamline Note-Taking with OneNote and Outlook
- 01:03
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Create your reservation page for appointment booking (Bookings)
- 03:17
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Share a document securely with Outlook
- 02:21
- Viewed 61 times
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Block a sender
- 01:54
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Identify a fraudulent email
- 02:06
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Prevent transfer for a meeting
- 01:19
- Viewed 52 times
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Prevent the forwarding of an email
- 01:01
- Viewed 66 times
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Protect an email by encrypting
- 01:10
- Viewed 53 times
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Provide an overview of best security practices in Outlook
- 01:08
- Viewed 47 times
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Recover deleted items
- 01:09
- Viewed 135 times
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Recall or replace an e-mail message
- 01:45
- Viewed 68 times
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Respond to invitations as a delegate
- 02:55
- Viewed 49 times
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Use a Shared Mailbox
- 01:18
- Viewed 76 times
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Create and Manage Appointments in Delegated Calendars
- 02:04
- Viewed 52 times
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Send Emails on Behalf of Someone Else
- 01:13
- Viewed 78 times
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Mailbox Delegation Setup
- 01:59
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Calendar Delegation Setup
- 01:21
- Viewed 75 times
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Grant delegate access in Microsoft 365 administration
- 01:23
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Use the Meeting Dashboard
- 02:48
- Viewed 118 times
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Respond to a Meeting Poll
- 01:30
- Viewed 79 times
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Create a Meeting Poll
- 02:48
- Viewed 67 times
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Display Three Time Zones
- 01:52
- Viewed 51 times
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View Other Calendars
- 00:50
- Viewed 72 times
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Open a Shared Calendar
- 01:29
- Viewed 75 times
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Share Your Calendar
- 01:54
- Viewed 79 times
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Use the Scheduling Assistant
- 01:42
- Viewed 59 times
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Use the Immersive Reader Feature
- 01:33
- Viewed 53 times
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Dictate Your Email to Outlook
- 01:35
- Viewed 55 times
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Translate Emails in Outlook
- 01:32
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Make Your Outlook Signature Accessible
- 01:12
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Add Accessible Tables and Lists
- 02:32
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Improve the Accessibility of Images in Emails
- 01:18
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Improve Email Accessibility
- 02:02
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Send Automatic Out-of-Office Replies
- 02:22
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Prepare for Time Out of Office (Viva Insights)
- 02:08
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Respect Your Colleagues' Off Hours (Viva Insights)
- 01:27
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Delay Email Delivery
- 01:10
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Use Conversation View
- 01:47
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Clean Up Your Inbox
- 01:18
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Organize Your Messages with Rules
- 02:01
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Use Categories
- 02:51
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Easily Sort Your Mails
- 01:38
- Viewed 59 times
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Automate Routine Actions
- 02:19
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Create an Email Template
- 01:40
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Create a task from a message
- 02:00
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Share a task list
- 03:10
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Create a task or reminder
- 01:50
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Task Module Overview
- 01:56
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Manage Teams online meeting options
- 01:56
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Edit or delete an appointment, meeting or event
- 01:50
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Create a reminder for yourself
- 01:59
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Respond to a meeting
- 01:00
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Create an appointment or meeting
- 01:44
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Create different types of events
- 01:46
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Edit and customize views
- 01:55
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Presentation and introduction to the calendar
- 01:35
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Search options
- 01:23
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Sort and filter emails
- 02:51
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Request a Read Receipt or Delivery Confirmation
- 02:01
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The Bcc Field in Detail
- 01:53
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Save and Print a Message
- 01:48
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Insert Elements in Emails (Tables, Charts, Images)
- 02:49
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Attach files efficiently in Outlook
- 02:20
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Process an incoming message
- 01:53
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Send an Email and Create a Draft in Outlook
- 03:10
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Organize into Folders
- 01:57
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Set Your Work Hours in Outlook
- 02:02
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Create and add a signature to messages
- 01:26
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Manage new message notifications
- 01:40
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Change the default font of your emails
- 01:05
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Manage Views
- 02:36
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Add and manage multiple accounts on Outlook
- 01:24
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Explore the Interface
- 03:22
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Introduce the new version of Outlook
- 02:01
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Manage Storage Space
- 02:08
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Synchronize Your Teams and SharePoint Files on Your Computer
- 01:29
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Use Documents in a Synchronized Library Folder
- 01:32
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Make a File Request
- 01:24
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Restore Your OneDrive Space
- 01:42
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Find All Shares from the Same Person
- 01:08
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Modify Sharing Rules
- 00:53
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Check Granted Shares
- 00:48
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Protect My Document with a Password and Expiration Date
- 01:02
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Avoid Abusive Document Sharing
- 00:57
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Best Security Practices on OneDrive
- 01:27
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Use Recycle Bins to Restore Documents
- 01:49
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Search for Documents
- 01:31
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Use Document History or Restore a Document to a Previous Version
- 02:11
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Discover the Meaning of OneDrive Icons
- 02:16
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Sync OneDrive with a Computer
- 02:38
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Edit, Delete a Share
- 02:16
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Share and Collaborate OneDrive
- 02:45
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Power and Manage OneDrive
- 01:36
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What is OneDrive ?
- 01:14
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Objectifs :
This tutorial aims to teach users how to effectively manage their storage in Outlook, enabling them to monitor and control the space used by emails and folders, thereby ensuring their account runs smoothly.
Chapitres :
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Introduction to Storage Management in Outlook
In this tutorial, we will demonstrate how to manage storage in Outlook. Managing your storage is essential as it allows you to monitor and control how much space your emails and folders are using, helping to keep your account running smoothly. -
Accessing Storage Settings
To begin managing your storage, click on the gear icon located in the upper right corner of the Outlook interface to open the settings menu. In the left-hand menu, under the 'Accounts' section, select 'Storage'. -
Overview of Storage Usage
Once you access the storage settings, you will see an overview of your total storage capacity, which is displayed as 49.5 gigabytes in this example. Additionally, there will be a breakdown of how much space each folder is using, allowing you to identify which folders are consuming the most storage. -
Detailed View of Managed Storage
The 'Managed Storage' section provides a detailed view of the size of each folder and the number of messages it contains. For any folder, you have the option to click 'Empty' to delete all items and free up space. A drop-down menu will appear with additional options, allowing you to delete everything or just remove items that are older than 36 or 12 months. -
Cleaning Up Older Emails
This feature is particularly useful if you want to clear out older emails while keeping more recent ones. It is ideal for cleaning up folders such as 'Deleted Items', 'Drafts', or 'Sent Items', where older messages tend to accumulate over time without being needed. -
Conclusion
By following these steps, you now know how to effectively manage your mailbox storage in Outlook. Regularly monitoring and cleaning up your storage can help maintain the efficiency of your email account.
FAQ :
How do I check my storage usage in Outlook?
To check your storage usage in Outlook, click on the gear icon to open settings, then select 'Storage' under the 'Accounts' section in the left-hand menu. You will see an overview of your total storage and a breakdown of how much space each folder is using.
What should I do if my Outlook storage is full?
If your Outlook storage is full, you can manage your storage by deleting older emails or emptying specific folders. You can choose to delete all items or only those older than a specified time frame, such as 36 or 12 months.
Can I recover deleted emails in Outlook?
Once you empty a folder in Outlook, the emails are permanently deleted and cannot be recovered. However, if you have a backup or if your organization uses a retention policy, you may be able to recover them.
What folders should I clean up to save space?
You should consider cleaning up folders like 'Deleted Items', 'Drafts', and 'Sent Items', as these often accumulate older messages that may no longer be needed.
Is there a way to automate email deletion in Outlook?
Outlook does not have a built-in feature for automating email deletion, but you can set up rules to manage incoming emails or use the 'Clean Up' tool to help manage your inbox more effectively.
Quelques cas d'usages :
Managing Email Storage for Professionals
In a corporate environment, employees can use Outlook's storage management features to regularly clean up their email folders, ensuring they do not exceed storage limits. This practice helps maintain efficient communication and prevents disruptions caused by full mailboxes.
Organizing Project Emails
Project managers can utilize folder management in Outlook to categorize emails related to specific projects. By regularly emptying or archiving older emails, they can keep their workspace organized and focused on current tasks.
Maintaining Compliance with Email Retention Policies
Organizations can implement email retention policies by training employees to manage their Outlook storage effectively. This includes deleting emails older than a certain period, which helps in compliance with legal and regulatory requirements.
Improving Productivity through Email Management
By regularly managing their mailbox storage, professionals can reduce clutter in their inboxes, leading to improved focus and productivity. This can be particularly beneficial in fast-paced work environments where timely communication is crucial.
Glossaire :
Outlook
A personal information manager from Microsoft, primarily used as an email application, but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.
Storage Management
The process of monitoring and controlling the amount of storage space used by emails and folders in an application like Outlook to ensure optimal performance.
Gigabyte (GB)
A unit of digital information storage equal to approximately 1 billion bytes. In the context of Outlook, it refers to the total storage capacity available for emails and folders.
Folder
A virtual container in Outlook used to organize emails. Common folders include Inbox, Sent Items, Drafts, and Deleted Items.
Empty
An action in Outlook that allows users to delete all items in a selected folder to free up storage space.
Email Retention
The practice of managing the lifecycle of emails, including how long they are kept before being deleted, which can help in maintaining storage efficiency.