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Show Old messages e-m- ail by Tami Richardson 75th Communications Squadron Ivni.'ti! more than a year old on computers will be eliminated by the 7fth Communications Squadron starting April 11. Hie 75th is trying to reduce the amount of on the Exchange servers for each user account because database sizes are tfettiriK large. A recent audit of the 1 1 Exchange servers on base shows that approximately 10 data contains percent of existing messages more than one year old. The Exchange servers host from l.KXJ to 2,5XJ users per server, and there are approxiusers on Hill AFB. mately 15.000 ITiese user accounts include individual accounts and organizational accounts. Retaining old, outdated messages slows overall system performance and can the entire message storage on a corrupt An server. Exchange system tool called "Mailbox Manager" will be used to protect message integrity and enhance system nu-ssae- s ba' il ail Mailbox Manager is a Microsoft product that reads the dates of all entries in a user's account and manages the entry according to parameters set by Exchange administrators. 'II te software can audit or actually delete files Server audits of Functional to will sent be begin. listings System Administrators on April 16. older than one year April 28 April 14 ail is deleted. May 12 is deleted. May 26 ail ail older than six months older than four months or 120 days is deleted. e-m- or 120 days. The continue after that point four-mont- h mail from the inbox or from all the folders in each users account, including deleted items, sent items and calendar folders. Initially. Mailbox Manager will work in "audit" mode only but will eventually be setting will What can you do about that old mail? Outlook can help you create, store and manage the messages in a mailbox folder. The is that it is free good thing about so you can send as much as you want The is free so you will receive bad thing is, more than you can possibly read. Outlook has tools to help effectively sort out this information. Separate folders can be created for filing mail and "views" are used to help group mail into manageable sections. One of the ways you can manage your mail is to use a Personal Folders file which can Save and Archive to some contain folders, messages, forms, and files. You can work with a Personal Folders file as you would with any other file, and you can save, copy, and move this file to another location on your hard disk, a floppy disk, ail used to delete old mail from mailbox folders. The resulting audit reports will be reviewed and forwarded to Functional System Administrators assigned to each base organization. This list will be used to identify users with old messages that either need to be deleted or moved to a personal or archive folder. The actual deleting process will be accomplished in four phases. The ultimate goal in a mailbox is to limit the age of folder to 120 days. Between now and the beginning of the deletion process, users are urged to "spring clean" their email files. Appliance Sales or a server. Your Personal Folders file can contain as many folders as you want, and each folder can contain a maximum of 64,000 records. You can also designate a Personal Folders file as the delivery 1.x for your incoming messages. Each Personal Folders file creates a file on your computer with a .pst extension. Recommended tips for managing are: Create a personal folder (.pst) file to archive folders or items that you don't need to access regularly. Turn on the AutoArchive feature and Outlook will archive folders for you automatically. If you are not using the Outlook Journal, make sure that you turn off the feature. Delete items that are old or no longer relevant, including mail, sent items, deleted items, calendar information and tasks. The first phase will start April 14 with the server audits, listings will be sent to Functional System Administrators on April 16. The second phase, starting April 28. will go through each server and delete any that is older than one year. The third phase, beginning May 12. will delete any mail older than six months. The last phase, starting May 26. will be set to delete any mail older than four months cleaning schedule E-m- ail be deleted will & Auto-Journ- Delete attachments from mail, and save only relevant attachments to your hard disk. Check your folder size regularly. If you have any questions regarding how to do any of the tips recommended call the NCC Help Desk at Ext or Ext. Press option 1. then 3, and a customer service technician will assist you. .. , 4 (7-328- . 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