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Handle Large Attachments in Outlook 2011

Procedures

  1. Finding Your Large Messages.

    1. Click in the Search box. This will make the Search tab appear.
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    2. On the Search tab, click All Mail. Click Attachment, then Greater than 10MB (this is the largest search choice Outlook allows).
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    3. Click the plus sign to the right of Size Is Greater Than 10000. A second row of search criteria will appear just below it.
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    4. Click Item Contains, then select Account from the list that appears. Click None, then select the name of your Exchange account. It may be the only item in the list (other than “None”).
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    5. From the View menu, select Columns, then make sure both Size and Folder are checked.
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    6. Click Size (the column heading) to sort by size. Scroll to the end of the list with the largest size.
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  2. Deciding What to Do With Large Messages

    For each large message found, you can:
     
    • Delete the message and its attachment(s).
    • 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. See the Permanently Deleting Messages section for details.

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

      Right-click (or ctrl-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.
         
      2. Right-click (or ctrl-click) on an attachment, then select Remove from the menu that appears. You’ll need to confirm that you want to remove the attachment.
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      3. Repeat as desired for additional attachments.
         
      4. Close the message window.
         
    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, right-click (or ctrl-click) on the attachment’s name, then select Save As in the menu that appears. 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. Right-click (or ctrl-click) on any attachment’s name. Click Save All in the menu that appears.
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          2. Select the location to save to, then click Choose.
             
        3. 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 Delete in the Message ribbon.
             
    5. Move large messages to local storage.
       
      1. If you do not see On My Computer in the list of mailboxes in the Mail section of the Navigation Pane (if it’s there, you’ll find it inside your Inbox), follow these steps:
         
        1. From Outlook’s Outlook menu, select Preferences.
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        2. Click General.
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        3. Uncheck Hide On My Computer folders.
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        4. Close the General dialog box.
           
      2. If you do not already have a mailbox where you want to save the large messages in On My Computer, follow these steps:
         
        1. Right-click On My Computer in the list of mailboxes, then select New Folder. A new, untitled folder will be created.
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        2. Enter a name for this new mailbox, for example "Large Messages."
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      3. Select the message(s) you wish to save.
         
      4. Right-click the selected message(s). Select Move, then Choose Folder. A Search dialog box will open.
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      5. Type the beginning of the name of your target mailbox, Large Messages in this example. As you type, folders that match your search will be displayed.
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      6. Once your destination mailbox is visible, select it, then click Move.
         
      7. Repeat as necessary. When repeating, in step 4, after selecting Move, you will see your folder listed. Click it rather than repeating your search.

Reviewed: 0613 By: JB

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