Locate large attachments in your e-mail messages

Applies to
Microsoft Office Outlook® 2003

Frequently, your e-mail messages contain more than just text. Your messages may include attachments ranging from pictures to spreadsheets. These attachments can be quite large, and when added up can greatly increase the size of your mailbox.

If you use a Microsoft Exchange Server mailbox, your administrator has most likely set a maximum size limit on your mailbox. Large attachments can ultimately push you over your allowed limit. You can free space in your mailbox by saving attachments to your computer hard disk or to removable media, such as a disk or CD.

Using Search Folders to locate large messages

Use Search Folders in Outlook 2003 to quickly find those e-mail messages with large attachments. After you find these attachments, you can decide which ones to delete or save to your computer.

By default, Outlook includes a pre-defined Search Folder named Large Mail. To use this Search Folder, expand the Search Folders entry in the Navigation Pane for the mailbox you want to check, and then click the Large Mail Search Folder.

If the Large Mail Search Folder is not available, you can create it.

  1. In Mail, on the File menu, point to New, and then click Search Folder.
  2. Under Select a Search Folder, in the Organizing Mail section, click Large mail.
  3. By default, messages larger than 100 kilobytes (KB) will be included in this Search Folder. To change the limit, click Choose to specify a new number, and then click OK.

 Note   The size of messages includes attachments and the message text itself. A message with no attachments might be included in the Large Mail Search Folder because it contains embedded graphics or a large amount of text.

The new Search Folder is created in the Navigation Pane under Search Folders. You can rename the Search Folder by right-clicking the folder, and then clicking Rename.

 Note   After deleting large items in Outlook, remember to empty the Deleted Items folder. You may also want to compact your Outlook data file if you are using a Personal Folders file (.pst) (Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.).

 Tip   You can move any Search Folder to the Favorite Folders section at the top of the Navigation Pane by right-clicking the Search Folder, and then clicking Add to Favorite Folders.

Applies to:
Outlook 2003