can u setup o/l to autodelete 2g of email when it reaches 3g on a 4g mailbox?

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arcolino

Member
Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
hello all, we are running outlook 2010 64bit. Here is an interesting one, I have an account that gets a lot of emails in a short space of time. Not every email is important. The mail box is setup for 4gigs. I tried rules but so many different headings and body of emails come in rules stop working and auto archive can be set for a day not for hours which would be helpful in this instance. Can I set a rule or auto archive or something to automatically delete 2gigs when it reaches 3gigs on a 4gig account. Thank you for your help.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Re: can u setup o/l to autodelete 2g of email when it reaches 3g on a 4g mailb

No, sorry, you can't create that type of rule or use autoarchive to do this on schedule. You need to use rules to move mail to a pst file as it arrives r use autoarchive to move mail to an archive pst fie daily. Set the inbox to arcive mail more than a day old and run autoarchive daily - use higher numbers if your mailbox is large enough. Set up rule to move sent items to a pst file too - and make sure you aren't use the journal. It will pig out a mailbox real fast.
 

arcolino

Member
Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
Re: can u setup o/l to autodelete 2g of email when it reaches 3g on a 4g mailb

so your saying I can setup a pst file, and have email go straight to that from the inbox? then I can setup an autoarchive to delete the content of the pst file after a day or 2. (the biggest problem with this mailbox is volume) what are the steps to route mail from inbox to pst? I think I tried this route before...
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Re: can u setup o/l to autodelete 2g of email when it reaches 3g on a 4g mailb

How fast does the mailbox fill up? If you get more than a GB of mail a day, you really need to speak to your admin about a larger mailbox - it's reducing productivity. If you get less than a GB a day, then autoarchiving daily should work fine, except during vacations.

Have you checked folder sizes? Right click on the top level of your mailbox and choose Data File Properties then folder size. Are any non-mail folders excessively large?

Yes, you can deliver mail to a pst file. First, Add a new pst file to the profile. You can either use a rule to move mail to the pst file (recommended - choose no conditions of you want all mail moved) or select a folder in the pst using File, Account Settings, Data file tab - change folder button bottom of dialog. The change folder button moves everything out of the exchange mailbox and does not work well with meeting requests or shared calendars so we don't recommend it.

Unicode PST files have no limit so you don't have to archive messages that are in the pst file.
 

arcolino

Member
Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
Re: can u setup o/l to autodelete 2g of email when it reaches 3g on a 4g mailb

so there is no rule, or autoarchive setting that I can set to move or delete 2gigs when I reach 3gigs on a 4gig mailbox? that would be ideal,

the folks that access this mailbox access through outlook web so they will not see the pst file. and the mailbox will be empty.

I set the mailbox to 4gigs but it will not take affect till the mailbox and the client are in sync. right now it is saying your mailbox is full updating inbox, it has been trying to sync all day. it has to check back with the server to get it in sync. The volume is what is hosing up the process.
 

larry

Senior Member
Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
Re: can u setup o/l to autodelete 2g of email when it reaches 3g on a 4g mailb

No, there is no rule that can detect the size and delete mail.




did you delete the ost file and let outlook rebuild it? That should be faster than having outlook sync and expand the pst.
 

arcolino

Member
Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
Re: can u setup o/l to autodelete 2g of email when it reaches 3g on a 4g mailb

ok all thank you for your help, we are eventually disable this account, the client was not designed to handle that much volume, over 500k emails a week. rules or auto archive can not keep up. they stop working and the client eventually locks up. the db admin that had us create it was just using it as a reference now and then to see if he was getting certain errors, but now it is out of control and the client cant keep up. thanks again for your feedback. btw how do u mark the post as closed?
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Re: can u setup o/l to autodelete 2g of email when it reaches 3g on a 4g mailb

500,000 a week? 3000 an hour... 1 a second? I'm surprised outlook lasted a day. Extended mapi is really slow - too slow for that volume.
 
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