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Handle Large Attachments in Outlook 2010

Procedures

  1. Finding Your Large Messages.

    1. From Outlook’s File tab, select Info. Click the Cleanup Tools button, then click Mailbox Cleanup.
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    2. In the Mailbox Cleanup box, select Find items larger than, and in the field next to it enter 9999 (this is the largest value the field permits. It will find all messages larger than approximately 10MB). Click Find.
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    3. Once your mail has been searched, a results dialog box will open showing all the messages and their locations. In the results table, click the Size column heading to sort the list by message size.
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      The results table will include messages in your Deleted Items folder. When you finish reviewing the list, remember to empty your Deleted Items folder or permanently delete the large messages.
       
  2. Deciding What to Do With Large Messages

    For each large message found, you can:
     
    • Delete the message and its attachment(s) without verification.
    • Delete the message and its attachment(s) with verification.
    • Delete the attachment(s) but save the message.
    • Save some or all of the attachments, then decide whether to save the message.
    • Save the message to local storage.

    Your goal is to end up with no messages larger than 35 MB.

    When you delete a message (using any method listed here), you’ll still see it in your list of big messages, but its location will have changed to “Deleted Items.” Remember to empty your Deleted Items folder or permanently delete the large messages when you have finished reviewing your list.

    1. Delete a message and its attachments, quick “I’m sure” version.

      Right-click a message, then select Delete from the menu that appears.
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    2. Delete a message and attachments after checking to be sure.
       
      1. Double-click a message. A normal Outlook message window will open. Here you can review the message text and the attachments.
      2. To delete the message and attachments, click Delete in the Message ribbon.
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    3. Delete a message’s attachments but save the message.
       
      1. Double-click a message. A normal Outlook message window will open. Click on an attachment. The Attachments Tools ribbon will appear. Depending on the attachment’s file type, you may see a preview of the attachment. Click Remove Attachment. Repeat as desired for additional attachments.
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      2. Click the X in the upper-right corner of the message window to close it. When prompted, click Yes to save your changes to the message.
         
    4. Save some or all attachments, then decide whether to save the message.

      Saving an attachment does NOT remove it from the message, it only makes a separate copy of the attachment. When you have saved the attachments you want to keep, you must either (1) delete the message or (2) remove the attachments from the message, then save the now-smaller message.
       
      1. Double-click a message. A normal Outlook message window will open.
         
      2. Decide which attachments to save.
         
        1. To save one attachment, click on the attachment’s name, then click Save As in the Attachment Tools ribbon. Select the location to save to, then click Save. Repeat as desired for other attachments.
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        2. To save all attachments:
           
          1. Click on any attachment’s name. Click Save All Attachments in the Attachment Tools ribbon. Click OK in the small Save All Attachments dialog box. Select the location to save to, then click OK.
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          2. Decide whether to save or delete the message:
             
            • To save the message, follow the steps in the Delete a message’s attachments but save the message section above.
               
            • To delete the message, click the Message tab in the ribbon, then click Delete.
               
    5. Move large messages to local storage.
       
      1. If you do not already have an Outlook data file (PST) on your computer where you can store these messages:
         
        1. Click the ribbon’s Home tab. Click New Items, then More Items, then Outlook Data File.
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        2. A Create or Open Outlook Data File dialog box will open.
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        3. Make sure the selected location is the Outlook Files folder in My Documents.
           
        4. Enter a name for this new file, such as "Local Large Messages." Click OK. You should now see your new file at the bottom of the Mail section of the Navigation Pane.
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      2. Select the message(s) you wish to save.
         
      3. Right-click the selected message(s), select Move, then select Other Folder. A small Move Items dialog box will open.
         
      4. Select the local location where you want to store the messages (if you created a PST file in step 1, select that file here), then click OK. Repeat as necessary.

Reviewed: 0613 By: JB

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