Mailbox Cleanup Procedure

If you're unable to send emails, it may be due to your Outlook mailbox filling up on storage. This is usually due to:

• A buildup of old emails that have not been deleted.
• Emails containing large attachments. 
• items remaining in the "Deleted Items" folder.

We can quickly free up space by using Outlook's built-in storage cleanup tools. This method can be completed on an iPad or a laptop using Outlook on the Web. 

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Step 1: Navigate to Mailbox Storage

1. Open Safari on your iPad/Laptop and type https://outlook.office.com/mail/.
2. Sign in with your Encore Email credentials and complete any required two-factor authentication. 
   • Note: Email credentials are found in your Welcome Email. 
   • If you're unable to sign in, submit a ticket within the Help Center by navigating to "Submit a Request" located at the top of this Help Center.  Self-server password resets are not available at this time. 
3. Select the Settings (gear icon) in the top-right corner. 
   • On iPad, you may need to rotate the screen to landscape to see the Settings Icon. 

4. Navigate to Account > Storage

Step 2: Save any Required Older Emails

If there are any older emails which you need to save, put them into a separate folder that you don't empty. Please reach out to IT if you need assistance.

Step 3: Reduce Mailbox Storge Usage

You'll see your total mailbox usage at the top along with a breakdown of how much space each folder is using. Your total storage usage should be at 1.5GB or less (1500 MB)

1. Next to each folder, use the Empty drop-down menu to:
   • Delete all items or Delete items older than 3, 6 or 12 months. 
   • Focus on high-usage folders such as Inbox, Sent items, and Junk Email. 
2. Be sure to "Empty All" items in the Deleted Items folder. 

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Notes & Best Practice

• Regularly purge older emails to avoid future mailbox issues.

• Pay special attention to Sent Items and Deleted Items, as they often consume the most space.