Outlook Mailbox Size, Attachments and Retention Audit
Find what fills the mailbox and handle it safely.
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Audit my mailbox storage. Size and quota, largest folders, attachment types and counts: [STORAGE_DATA]. Retention policy and legal hold rules: [RETENTION_POLICY]. Where shared files should live: [SHARED_STORAGE]. Estimate what share of space is attachments, old items and newsletters; example (invented): quota 50 GB, used 46 GB, attachments 28 GB (60.9 percent), newsletters 3 GB, old threads 9 GB. Provide search or filter ideas to find large items by size and sender [VERIFY]. Propose steps in order with expected savings and arithmetic (300 attachments averaging 2 MB is 600 MB): save important attachments to shared storage in a project folder with a date in the file name, archive old items as policy permits, unsubscribe from newsletters, and empty deleted items. Explain what an archive does and does not do to the quota, which differs between set-ups [VERIFY]. Do not delete anything needed for legal, audit, tax or HR reasons; follow retention rules and any hold [VERIFY with IT or compliance]. Return a table with Space saved, Risk and Who to ask, and a monthly 15-minute habit to prevent recurrence. Mark menu names such as archive and cleanup tools [VERIFY].
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Invented mailbox: quota 50 GB, used 46 GB. Attachments 28 GB (60.9 percent), newsletters 3 GB, old threads 9 GB, other 6 GB. Save 1,500 attachments averaging 6 MB = 9,000 MB (about 9 GB) to shared storage. Result: 37 GB used, 74 percent of quota. Order of work: first check retention rules, then save attachments to the project folders, then archive threads older than two years as the policy permits, then empty deleted items. Expected result: 9 GB from attachments plus about 2 GB from deleted and old items, which would bring use to about 35 GB, or 70 percent of quota. Repeat monthly in a 15-minute session.
Illustrative only, made-up data. Your results will differ and must be reviewed.