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
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Search Function
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Date and Time Function
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Logical Function
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Text Function
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Basic Function
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Introduction to Power Fx
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The New Calendar
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Sections
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Customizing Views
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Guide to Using the Microsoft Authenticator App
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Concept of Multi-Factor Authentication
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Understand the Specifics and Requirements of Desktop Flows
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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
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SharePoint: Automate File Movement to an Archive Library
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Share Power Automate Flows
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Manipulate Dynamic Content with Power FX
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Leverage Variables with Power FX in Power Automate
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Understand the Concept of Variables and Loops in Power Automate
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Add Conditional “Switch” Actions in Power Automate
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Add Conditional “IF” Actions in Power Automate
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Create an Approval Flow with Power Automate
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Create a Scheduled Flow with Power Automate
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Create an Instant Flow with Power Automate
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Create an Automated Flow with Power Automate
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Create a Simple Flow with AI Copilot
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Discover the “Build Space”
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The Power Automate Mobile App
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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
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Access Power Automate for the Web
- 01:25
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Understand the Benefits of Power Automate
- 01:30
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Add a third-party application
- 02:40
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Send a survey or questionnaire by email
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Collaborate directly during an event with Microsoft Loop and Outlook
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Create a collaborative email with Microsoft Loop and Outlook
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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
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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
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Prevent the forwarding of an email
- 01:01
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Protect an email by encrypting
- 01:10
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Provide an overview of best security practices in Outlook
- 01:08
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Recover deleted items
- 01:09
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Recall or replace an e-mail message
- 01:45
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Respond to invitations as a delegate
- 02:55
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Use a Shared Mailbox
- 01:18
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Create and Manage Appointments in Delegated Calendars
- 02:04
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Send Emails on Behalf of Someone Else
- 01:13
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Mailbox Delegation Setup
- 01:59
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Calendar Delegation Setup
- 01:21
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Grant delegate access in Microsoft 365 administration
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Use the Meeting Dashboard
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Respond to a Meeting Poll
- 01:30
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Create a Meeting Poll
- 02:48
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Display Three Time Zones
- 01:52
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View Other Calendars
- 00:50
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Open a Shared Calendar
- 01:29
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Share Your Calendar
- 01:54
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Use the Scheduling Assistant
- 01:42
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Use the Immersive Reader Feature
- 01:33
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Dictate Your Email to Outlook
- 01:35
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Translate Emails in Outlook
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Make Your Outlook Signature Accessible
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Add Accessible Tables and Lists
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Improve the Accessibility of Images in Emails
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Improve Email Accessibility
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Send Automatic Out-of-Office Replies
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Prepare for Time Out of Office (Viva Insights)
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Respect Your Colleagues' Off Hours (Viva Insights)
- 01:27
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Delay Email Delivery
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Use Conversation View
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Clean Up Your Inbox
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Organize Your Messages with Rules
- 02:01
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Use Categories
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Easily Sort Your Mails
- 01:38
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Automate Routine Actions
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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
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Create a task or reminder
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Task Module Overview
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Manage Teams online meeting options
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Edit or delete an appointment, meeting or event
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Create a reminder for yourself
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Respond to a meeting
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Create an appointment or meeting
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Create different types of events
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Edit and customize views
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Presentation and introduction to the calendar
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Search options
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Sort and filter emails
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Request a Read Receipt or Delivery Confirmation
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The Bcc Field in Detail
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Save and Print a Message
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Insert Elements in Emails (Tables, Charts, Images)
- 02:49
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Attach files efficiently in Outlook
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Process an incoming message
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Send an Email and Create a Draft in Outlook
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Organize into Folders
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Set Your Work Hours in Outlook
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Create and add a signature to messages
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Manage new message notifications
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Manage Views
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Add and manage multiple accounts on Outlook
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Introduce the new version of Outlook
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Manage Storage Space
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Restore Your OneDrive Space
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Modify Sharing Rules
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Check Granted Shares
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Avoid Abusive Document Sharing
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Search for Documents
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Sync OneDrive with a Computer
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Power and Manage OneDrive
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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 :
-
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.