There could be a lot of unused space inside your Outlook. You may be able to speed up Outlook and also reclaim some precious disk space using this 5 second tip.
In this post, I will focus on two main things:
1. How to Compact your Outlook Data
When you delete e-mails from folders in Outlook, Outlook does not automatically reclaim the space.
If you are using the e-mail filing system that we recommended in our recent posts (Links to which are provided at the end of this post) then you will be frequently moving e-mails from one data file to another. Internally in Outlook, this is like deleting the e-mail from the first file.
I recommend that you compact your Outlook data file periodically… anywhere from once a week to once a month. The steps to compact your data file are:
- Right Click the top-level folder and select Properties.
- Click the Advanced Button.
- Click Compact Now.
If your data file was quite large, then the compacting may take some time. I would recommend that you do it during your lunch or tea (or coffee if that’s your preference) break.
2. How to GUARANTEE that your E-mail Filing System does NOT FAIL!
The Client/Project based E-mail Filing System works. It has worked for years for your physical documents and it will work for your e-mails. But…
Without a little bit of help, you may stop using it within a few weeks (if not days). Even if you don’t, you may start doing batch processing i.e. filing e-mails weekly or monthly. Why?
- It takes too much effort to drag each and every e-mail out of the
Inbox and into the correct folder.
- It’s too easy to forget to go to the Sent Items folder to move
e-mails out of there into the correct folders. Most people have
Sent Items folders with thousands of e-mails in them.
We have an inexpensive, easy to use system that we GUARANTEE will make you file your e-mails AS SOON AS YOU HAVE READ OR WRITTEN THEM!
QuickFile for Outlook is an inexpensive Outlook add-on that works inside Outlook by adding two buttons called QuickFile and Send&File to your Outlook. It doesn’t change Outlook in any other way and it won’t change the way you have always used Outlook.
QuickFile is a fantastic time-saver for anyone who wants to use a client or project based filing system in Outlook.
Please give QuickFile a try. This is the only add-on we know that can guarantee that your e-mails get filed properly.
In the past few weeks I have outlined some simple tips that can greatly improve the security and effectiveness of your business-critical e-mail filing system. I hope that you have found this information useful. Here are the links to the earlier posts again:
The BEST way to file your work e-mails
How to protect your Outlook Data from data loss
Outlook’s Auto-Archive is messing up your Emails
One Reply to “Compact Outlook Data for Speed and Space”
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