Outlook 2010-2013 Migration

How do I determine my folder item count for Outlook 2010/2013?

Message count in Core folders

To prevent slow or sluggish performance from Office 365, Microsoft recommends that several core folders be monitored for message counts. ITS recommends taking actions once these folders reach 80%.

  • Inbox should be < 20,000 items

If the item count is more than 16,000 items, delete messages, move messages out of your Inbox into other folders or archive mail in your Inbox.

  • Sent Items should be < 20,000 items

If the item count is more than 16,000 items, delete messages, move messages out of your Sent Items into other folders or archive mail.

  • Calendar should be < 5,000 items

If the item count is more than 4,000 items, move items out of your Calendar into other folders, delete Calendar items, or archive calendar entries.

  • Contacts/People should be < 5,000 items

If the item count is more than 4,000 items, delete entries, or move entries into another address book.

Instructions for archiving your mailboxInstructions for backing up your mailbox to a PST file

Instructions for determining item count for Outlook 2010/2013

  • Inbox: Click on your Inbox and check the item count in the bottom-left corner.
  • Sent Items: Click on your Sent Items folder and check the item count in the bottom-left corner.
  • Calendar: Click on your Calendar and choose the View tab. Choose Change View > List. Check the item count on the bottom left.
  • Contacts/People: Click on Contacts/People and check the item count in the bottom-left corner.

If you would like to see at a glance the total number of messages in these folders from your Folder List, follow the instructions below.

  1. Right-click a folder (such as your Inbox), and then click Properties.
  2. On the General tab, click Show total number of items.
  3. Multiple folders cannot be changed at the same time. Repeat these steps for each folder you want to change.

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