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Here are some handy tips for organizing and managing your Outlook mailbox:

  1. Delete unwanted e-mail messages from the Inbox and all other folders.
    Go through all your mailbox folders (Inbox, Sent, and user-created folders) and discard all outdated e-mail messages. Keep in mind that for legal, business, or historical reasons, certain e-mail messages must be retained. When in doubt about what messages to keep or discard, check with your immediate supervisor.
     
  2. Sub-folders can help you organize your mailbox.
    Organize messages by moving them from your Inbox into sub-folders. Some messages are important to retain, but you don't have to keep them in your Inbox. Create folders to organize them for easy retrieval later. The fewer the number of messages in a folder, the easier the search. To  create an e-mail folder:
    1. On the Outlook menu bar, select File ► New ►Folder.
    2. In the resulting dialog box, enter a name for the new folder in the Name field. In the Select where to place the folder section, click on the "parent" folder (e.g., Inbox).  Click the OK button.
    3. A dialog box will appear.  If you want to add a shortcut to this folder to your Outlook Bar, click Yes.  Otherwise, click No.
  3. Empty the Deleted Items folder.
    As a safety precaution, the messages you delete from your Inbox or other folders are not yet deleted from the e-mail server. Instead they are moved to the Deleted Items folder. Many users forget about these deleted messages accumulating in their Deleted Items folder. These items take up storage space on the server. After making sure that no message is in the Deleted Items folder by mistake, delete all the messages in that folder.
     
  4. Store a copy of your Outlook folders in a Personal Folders file (.pst file).
    A Personal Folders file (pst file) is a data file that contains a copy of your Outlook items. Contact your Information Technology Consultant (ITC) for instructions on creating a .pst file and copying items to it.  To locate your ITC, go to: http://www.calstatela.edu/academic/aa/ess/itc/. If you need further assistance finding out who your ITC is, please contact the ITS Help Desk at (323) 343-6170.
     
  5. Back up your Personal Folders file (.pst file) onto a CD or other electronic media.
    It is a good practice to periodically make a backup of your work and important documents onto a CD or other electronic media. For instructions on making a backup of your Personal Folders (.pst file), contact your ITC. To locate your ITC, go to: http://www.calstatela.edu/academic/aa/ess/itc/. If you need further assistance finding out who your ITC is, please contact the ITS Help Desk at (323) 343-6170. Please remember to securely store your backup, especially if it contains confidential and/or sensitive information. For best security practices, go to www.calstatela.edu/itsecurity.