How To Clean Up Your Core Folders

Why Do I Have to Clean Up My Core Folders?

You will experience slow or sluggish performance if the item count in your top-level Inbox, Sent Items, Calendar, or Contacts/People folders (subfolders excluded) exceeds the Microsoft requirements listed below.

​Core Folder Office 365 Requirements
​Inbox < 16,000 messages
Sent Items ​< 16,000 messages
Calendar < 4,000 items
​Contacts/People < 4,000 entries

How Will I Know If I Am Over Quota?

Prior to your department's email migration, you will receive an email from either your department's migration liaison or Information Technology Services (ITS) personnel notifying you that you are over quota in one or more of the above folders and providing the current number of messages/items stored in them.

Does The Inbox's Quota Include Its Subfolders As Well?

No. The quota refers to the number of messages in the inbox only, not any of the subfolders indented underneath the inbox. The subfolders do not count toward the quota.

Do I Need To Observe These Limits After The Migration?

Yes. This will ensure continued fast performance of your email.

Can I Do My Cleanup On A Wireless Connection Or On A Mac?

No. A wireless connection may result in an extremely long clean-up (ie., hours or even days to move mail). Outlook's caching function on a Mac, which cannot be disabled, could lead to the same result. We recommend using Outlook on a Windows machine or Outlook Web Access (OWA).

What Do I Need To Do If I Am Over Quota?

By the date specified in your notification email, please do the following to reduce the number of messages/items in the over-quota folder(s) to the accepted limit:

Inbox

Either move some of the messages to another folder or delete them. (NOTE: You can bulk-select consecutive messages by holding down the Shift key and selecting the first and last message. You can bulk-select non-consecutive messages by holding down the Ctrl key and selecting each message.)

After moving/deleting messages, view your updated item count by selecting the Inbox and checking the Items count located in the lower left portion of your email window. Move/delete more messages if you are still above the limit.

Sent Items

Either move some of the messages to another folder or delete them. (NOTE: You can bulk-select consecutive messages by holding down the Shift key and selecting the first and last message. You can bulk-select non-consecutive messages by holding down the Ctrl key and selecting each message.)  

After moving/deleting messages, view your updated item count by selecting Sent Items and checking the Items count located in the lower left portion of your email window. Move/delete more messages if you are still above the limit.

Calendar

On a Windows machine:

  • Click "Calendar" in the lower left portion of your email window.
  • Change your calendar view to the List view: In Outlook, go to Calendar → View tab → Change View → List (NOTE: Make sure to change back to Calendar view when done).
  • Find the list of calendar items that are not recurrences: Outlook separates appointments into different lists based on recurrences so that you don't delete a future meeting that is part of a recurrence that was created in the past. Look for the list named "Recurrences (none)", indicating all appointments that are not part of a recurrence and thus, can be removed without affecting any other appointments. These are the ones you want to delete.
  • Sort the non-recurring items by date to make it easier to delete the oldest items.
  • Delete items. (NOTE: You can bulk-select consecutive messages by holding down the Shift key and selecting the first and last message. You can bulk-select non-consecutive messages by holding down the Ctrl key and selecting each message.)
  • After deleting items, view your updated item count by checking the Items count located in the lower left portion of your email window. Delete more items if you are still above the limit.

On a Macintosh machine:

  • Change your calendar view to the List view: In Outlook, go to Organize → List.
  • Click in the search field in the top right corner of the page (as if you are going to type in a search term), click the Search tab that appears, and then click the "Advanced" button. 
  • Right above the calendar, change the search term from "Item Contains" to "Start Date". A second search term will appear to the right of "Start Date" and should be set to "Any Date."
  • Separate recurrence items from single-date items by clicking the "Recurrence Pattern" header twice. This will move all recurrences to the top of the list.
  • Delete items, making sure not to delete recurrences that may have future appointments tied to them or that you want to keep. (NOTE: You can bulk-select consecutive messages by holding down the Shift key and selecting the first and last message in the sequence. You can bulk-select non-consecutive messages by holding down the Command key and selecting each message.)
  • After deleting items, view your updated item count by checking the Items count located in the lower left portion of your email window. Delete more items if you are still above the limit.
  • Go back to the calendar view by clicking the "Close Search" button.

People

Click "People" in the lower left portion of your email window. o Delete items. (NOTE: You can bulk-select consecutive messages by holding down the Shift key and selecting the first and last message. You can bulk-select non-consecutive messages by holding down the Ctrl key and selecting each message.)

After deleting items, view your updated item count by checking the Items count located in the lower left portion of your email window. Delete more items if you are still above the limit.

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