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Learn how to clean up your Outlook 2013 mailbox for better performance and to ensure you do not exceed your allocated server space.
Auto Archiving
- AutoArchive will move messages over 6 months old from your mailbox hosted on the Exchange server to a mailbox on your local computer. Please keep in mind archived messages will not be viewable through Outlook Web Access because they are no longer stored on the Exchange server.
Setting up AutoArchiving
- In the main Outlook 2013 window, click on the File tab and click on the Options button. The Outlook Options dialog box will appear.
- Click on the Advanced button in the Navigation pane on the left. The options for working with Outlook will be displayed.
- In the AutoArchive section, click on the AutoArchive Settings button. The AutoArchive dialog box will appear.
Once you clicked on the 'Send Again' button, the Outlook add-in will automatically put the email message in the Outlook Outbox folder, ready for being resent. If you wish to preview or edit the message before resending it, simply click on 'Edit and Send', instead of 'Send Again'. Send Email From a Different Address in Gmail. By: Bob Thordarson. You should now see the new email address listed under the Send Mail as section. Before you close out of this screen, there’s one more important setting to pay attention to. How to Move From Gmail to Outlook Set Up a Gmail Account in Outlook 2011 for Mac. Get Email Updates.
Note:
- If you turn on AutoArchive without changing any of the other AutoArchive settings, Outlook automatically archives items every 14 days, sending items that are over six months old to the archive file listed in the AutoArchive dialog box. For most people, those settings are just fine. Some users prefer to turn off the AutoArchive feature and run the archive process manually, these instructions are shown below. You can turn on or off the AutoArchive process by selecting or deselecting the Run AutoArchive Every check box at the top of the AutoArchive dialog box. You can also change how often AutoArchive runs by replacing the 14 in the text box with any number between 1 and 60.
- If you filter your mail into multiple folders, you may want to set different AutoArchive schedules for each mail folder. To do this, right click on the email folder, select Properties, and select the AutoArchive tab. Select 'Archive this folder using these settings.' After you have made the appropriate changes, click 'OK' to save the changes.
Manually running Auto Archive
- If you wish to manually run AutoArchive now, go to the File tab from the menu and click on the Info button. This is located on the navigation pane on the left. Select the Cleanup Tools button and click on the Archive button.
Accessing the Archived Items folder
- The Archived Folders will not appear until you have successfully archived your old messages for the first time.
- To Find and view an archived item, click on the File tab from the menu and select Open & Export on the left pane. Click on the Open Outlook Data File button. The Open Outlook Data File dialog box will appear. Select the file you want to open. The file you select will appear in the File Name text box. Click on the Ok button. The name of the data file you opened will appear in the Navigation pane, below your normal set of folders.
- To find out the name of the archive data file to open, click on the File tab. Click on the Info button in the Navigation pane on the left. Select the Cleanup Tools button and proceed with clicking the Archive button. Look in the Archive File text box. Don’t change anything about the information; otherwise, Outlook may start sending your archived items someplace else. The information in the Archive File text box is usually complex gobbledygook with colons and slashes and all sorts of stuff that normal people can’t remember.
- To close the archive data file, in the Folder pane, right-click the name of the archive data file. A shortcut menu will appear. Choose Close Archive. The archive data file might be called something other thanarchive— if so, the name of your particular archive data file will appear instead of the termarchive.Your archive folder disappears from the Navigation pane.
Emptying out your Deleted Items folder
- Before you empty out your Deleted Items, if you accidentally deleted a message you didn't want to lose. Click on the Deleted Items folder. You'll find all the messages you've deleted in the last few months (unless you've emtped the Deleted Items folder). To recover a deleted message, just drag it from the Deleted Items list to the icon for whichever folder you want to put it in.
- To empty out your Deleted Items folder, right-click on the Deleted Items folder and select Empty Folder.
- To set Outlook 2013 to empty your Deleted Items folder on exit, go to the File tab and click on Options. On the Advanced tab, under Outlook Start and Exit, select the Empty Deleted Items Folder Upon Exiting check box. To be notified before the Deleted Items folder is emptied automatically, click on the Advanced Tab, under Other, select the Prompt for Confirmation Before Permanently Deleting Items check box.
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How to send email to all contacts in Outlook at once?
For sending email to all contacts, Outlook provides you with no quick feature to select all contacts at once while composing email. Of course you can select all contacts by selecting the first contact and the last one in the contact folder with holding the Shift key on the keyboard simultaneously. But that may be time-consuming if there are hundreds of contacts existing in this Contacts folder. The best way for sending email message to all contacts in Outlook at once is to create a distribution list with all contacts inside, and then send email to this distribution list. Please browse this article for more detail information.
Send email to all contacts in Outlook at once with distribution list
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Send email to all contacts in Outlook at once with distribution list
For sending email to all contacts in Outlook at once, please do as follows.
Create a distribution list with all contacts inside
1. Get into the Contacts view by clicking Contacts or People in the Navigation Pane.
![How To Send To 60 Email Addresses In One Email In Outlook 2011 For Mac How To Send To 60 Email Addresses In One Email In Outlook 2011 For Mac](http://blog.wack.co.za/wp-content/uploads/2014/03/outlook2011mac_1.png)
2. Click Home > New Contact Group to create a new contact group.
3. Then a dialog box pops up, please give a name to this new distribution list by typing words in the Name textbox. See below screenshot:
4. Click Add Members, and select From Outlook Contacts from the drop down list. See above screenshot:
5. In the Select Members dialog box, please select all contacts and then click Members -> button. Then click OK button.
Notes:
(1). For quickly selecting all contacts, please select the first contact and the last one with holding the Shift key simultaneously.
(2). If your contacts are populated in several contact folders, you can choose other contact folder from the Address Book drop down list and go on adding them to the Members box.
(1). For quickly selecting all contacts, please select the first contact and the last one with holding the Shift key simultaneously.
(2). If your contacts are populated in several contact folders, you can choose other contact folder from the Address Book drop down list and go on adding them to the Members box.
6. Then click Save & Close button in the Contact Group dialog box.
Quickly count the total number of members in a specific distribution list in Outlook
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Sending email to this created distribution list
Now you can send email to the distribution list you have created above.
1. Go back to the Mail view by clicking Mail in the Navigation Pane.
2. Click Home > New E-mail to create a new email message.
3. In the Message window, please click To button. See below screenshot:
4. In the Select Names: Contacts dialog box, select the contact group with all contacts you have created just now and then click To button. And finally click OK button as above screenshot shown.
Now the specified contact group with all contacts has been added into the To box as below screenshot shown.
Now the specified contact group with all contacts has been added into the To box as below screenshot shown.
5. Compose your email and send it.
Demo: send email to all contacts in Outlook at once
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- BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features...
- Reply (All) With All Attachments in the mail conversation; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject...
- Attachment Tools: Manage All Attachments in All Mails, Auto Detach, Compress All, Rename All, Save All... Quick Report, Count Selected Mails...
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![How How](/uploads/1/2/5/8/125850377/237050767.png)
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- Not right... The idiot box only gives only 20 contacts to choose from at a time, with no check boxes... So you can only add one at a time... LOL, with 800 odd contacts, see ya next year
- Hi Peter,
Which version of Outlook are you using at present? Actually, I can add all contacts from a contact folder at a time.
- To post as a guest, your comment is unpublished.Dad's Request for Email.