Office 365 Checking Your Mailbox Size and Mailbox Clear Up

[Pages:3]Office 365 ? Checking Your Mailbox Size and Mailbox Clear Up

Before you start, you will need to access your ONLINE account using either a laptop or desktop PC:-

STEP 1 ? Accessing

a) Access NHSMail either through QuickLinks on the intranet page or Copy and Paste the following link into the address bar of your preferred Internet Browser (e.g. Internet Explorer or Google Chrome).

b) From along the top menu of options click `Email'

c) You will then be taken to the log in screen. If you are using Internet Explorer your details will automatically populate using Single Sign On. If you have chosen to use another browser such as Google Chrome or Microsoft Edge you will have to manually enter your Username and Password.

Click SIGN IN

STEP 2 ? Checking Mailbox Size

a) Click on the cog icon on the top right hand side of the screen next to your name.

b) Select `Options' from the menu displayed c) You will be taken to a screen which will display your

mailbox size and current usage.

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Office 365 ? Checking Your Mailbox Size and Mailbox Clear Up

d) Please Click back arrow to return to your inbox.

Step 3 ? Mailbox Clear Out

In order to ensure that your email is available when you move to your new email address, we need you to clear out your mailbox. Your mailbox size needs to be below 1.7GB

Best Practice guidance on what should and should not be stored within your email will be available soon.

Please note:

Mailbox clean up must be performed within the web browser, and not in Microsoft Outlook.

Staff who archive using .PST files should no longer save in this manner, as these will not be available via online mail (a separate viewer will be required) further information on this will be released shortly.

To help organise and clean out your mail, it may be eaiser for you to sort your mail into groups. You can sort mail by `size', `date', `from' and many other groups.

The steps below shows how you can sort by size:

On your main inbox home page click on the `conversations by' or `Items by' drop down

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Office 365 ? Checking Your Mailbox Size and Mailbox Clear Up

a) From the drop down select the option `by size' Your inbox will then be ordered with the largest email (with regards to content size) at the top. b) You can then work through your emails deleting any that you no longer need, in

line with data retention guidance. Please remember to also follow this process for any subfolders you may have. c) Any specific attachments within emails that you feel you need to keep should be saved in either your personal H drive or the appropriate shared drive.

You will then need to permenantly delete all relevant items by Right clicking on the folder titled `Deleted Items'

d) Select the option `empty folder'. This will permanently delete all items within that folder. e) Follow the instructions under step 2 to recheck your mailbox size.

CONGRATULATIONS!

You have now tidied your mailbox and will be able to access your new email in August.

eHealth Version V1.0 DRAFT Updated on: 03/06/2020

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