Jenn said:
I currently use Outlook on Windows XP. My voicemail is tied in so that I
receive an email with an audio file attached, so I am able to listen to my
messages thru Outlook. I have been receiving messages telling me that my box
is nearly full I need to delete messages or I will be unable to receive
further messages (both regular email & voicemail)
My settings already include auto-archiving on a regular basis (at the end of
every work day).
Is there something I am missing?
Not an Outlook issue. The disk space allocated to your e-mail account
is nearly consumed. You get quotas regarding the user of your e-mail
account and its disk space is one of them. Once you use up your disk
quota, no more incoming e-mails can be received since there is no place
to store them.
If you were using POP to access your mailbox up on the server, the
default setup for POP is to send a RETR (retrieve) followed by a DELE
(delete). This keeps a local copy of the e-mail and cleans out your
mailbox. However, if you enabled the "leave messages on server" then it
is up to YOU to periodically clean out those e-mails that you retrieve
but never bothered to delete from the server and which continue using
disk space. Use the webmail interface to your e-mail account to clean
out the old crap. You've already downloaded it before to the POP e-mail
client. There is probably also some status shown using the webmail
client to show how much of your disk quota is free.
Besides the "leave messages on server" option, you can use the "delete N
days after receiving" option. That way, the e-mails remain in your
mailbox for that number of configured days (so you can retrieve them
using another e-mail client or as a backup should you permanently delete
an e-mail that you decide that you want back). That will help to clean
out your mailbox so you don't consume your account's disk quota.
If you are using IMAP, and if you subscribe to all the server-side
folders so you see all of them, then you have retained more e-mails than
there is disk space allotted to your account on the server. You will
need to delete or move out some items to free up disk space for your
mailbox. You could use the auto-archive function in Outlook to move the
old stuff into another .pst file (and which deletes it from your primary
message store which would then delete the copy in your mailbox when
Outlook syncs with it). Or you could create local-only folders (that
don't sync with your IMAP account) to retain a local-only copy of your
old e-mails.
One cause for consuming gobs of disk space is leaving huge attachments
combined with your e-mails. If you extract an attachment and save it to
a disk file then you don't need it attached to the e-mail anymore.
Delete the attachments from your e-mails. After, if you've been doing
backups of your host then you also have backups of the files that you
detached (and saved) from your e-mails. If you don't backup then you
deem your data as trivial or reproducible. There are some add-ons for
Outlook that help with removing and saving the attachments. MapiLab
(
http://www.mapilab.com/outlook/attachments_processor/) & Sperry
Software (
http://www.sperrysoftware.com/Outlook/Attachment-Save.asp)
have add-ons for Outlook to perform the auto-extract and save function.
Neither of those are free.
http://www.kopf.com.br/ is free but I've
never used it (note that it's from Brazilian author). Note that
detaching files in your *local* e-mail copies will do nothing regarding
the copy up in your mailbox. The idea is that you have a reduced-sized
copy of the e-mail in your local message store in Outlook, you saved the
file (to reduce the size of Outlook's message - ONCE you perform a
compaction on it), and then you delete the server-side copy of the
e-mail (in the Inbox if using POP with the "leave messages on server"
option or in another folder if using IMAP). If you're running out of
disk space up on the server for your account then you are probably
bloating the size of your local message store for Outlook.
