This process can be used to sort email, for example by size, to find the largest emails (usually with attachments) to reduce mailbox size. Once the larger emails are sorted out, one can save the email information and/or attachments to a different location or format (print). Once that information is saved elsewhere, one can delete those emails. This can greatly reduce the size of one's mailbox.
1. Open Outlook to “Home” tab.
2. Click the dropdown menu for mailbox/folder selection.
3. Choose the scope, in this case, “All Mailboxes”.
4. Click on search box
5. Use the following format, “messagesize:###KB” or “messagesize:###MB” and the search will commence. I suggest to start with “messagesize:1MB”.
6. Click on “SIZE” column header to toggle the sort order by size. I suggest sorting largest to smallest.
7. Click on the “Paperclip” icon header to toggle by messages with attachments.
When you right-click on a selected email, you are given several options for saving.
1. “Quick Print” – This will send the email immediately to the default printer. This is also useful if the default printer is set to save as either a PDF or XPS document type.
2. “Forward” – This will open the email to allow forwarding with the option of adding a message.
3. “Quick Steps – Will allow a customized action, for example, forwarding to a pre-designated alternate mailbox. Set this up by selecting “Quick Steps” | “New Quick Step” | “Custom…”
4. “OneNote” – Will allow you to save to a OneNote page in a Notebook of your choosing.
5. “Archive” – Allows you to save selected email to a mailbox archive that has been previously set up.
