When a user gets the message "Your mailbox is over its size limit", here is a fast way to create room.
Most of the space is usually taken up by just a small handful of e-mail messages with large attachments. Identifying these messages is the fastest way to slim down your mailbox. The easiest way to identify these is to do a sort by size.
To add the Size field, right-click on one of the column header and select "Field Chooser". You will find the Size field under "Frequently-used Fields". Once added, click on the Size header to do a sort.
The three key folders to clean up are the Inbox, Sent Items and Deleted Items. Any messages that need to be kept can be moved into your Personal Folders all others should be deleted. Remember when you delete an item it moves to the Deleted Items folder and therefore is still taking up space in the Mailbox. To permanently delete a message hold down the shift key then hit the delete key.
Editor's Note: This tip originally appeared on SearchWin2000.com
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This was first published in April 2002