Outlook Message Best Practices

Deleted Messages

Deleting Messages

Deleted email goes to the Deleted Items folder. To empty the Deleted Items folder:

  • Select Empty Deleted Items.
  • Set Outlook to automatically empty the Deleted Items folder when quitting the program.

Recovering Deleted Messages

To recover a message in the Deleted Items folder, open the folder and drag the message to a different folder. Deleted messages can still be recovered within 14 days of emptying.

  1. Select Deleted Items.
  2. Click Recover Deleted Items.
  3. Select items to recover.

Note:More information is found in the Outlook Help and How-to vendor documentation.


Email Bouncing

Outlook does not support bouncing, which returns unwanted or undeliverable email to the sender.

Changing The From Field

In order to change the From Field, a user must have Send On Behalf or Send As privilege.

Send On Behalf Permission

Enter a name in the From: field. Recipients' From: field will have the sender’s name or email address followed by "on the behalf of" and the name or email address entered into the From field.

Note:More information is found in the Outlook Help and How-to vendor documentation.

Outlook Disconnected From Exchange Server

If a mailbox is not refreshing, Outlook may be disconnected from the Exchange server. When offline, Outlook runs in cached mode and only displays information previously downloaded from the Exchange server. To confirm Outlook is disconnected, navigate to the bottom right corner of the Outlook Web App window. If an Offline status is displayed, click Offline > Work Offline to reconnect. 

Reducing Mailbox Size

  1. Click Search Folder > Large Mail.
  2. Delete any messages no longer needed or copy messages to the desktop, then delete.
  3. Empty the Junk E-mail and Deleted Items folders.
  4. Sort the Sent Items folder by size and remove any unneeded large messages..
  5. Delete attachments, or copy attachments to the desktop, then delete.
  6. Move any data in Exchange to a Personal folder.

Note:In Outlook, data can automatically be moved to local storage. Use online help and search autoarchive.


Last Updated: 
Tuesday, April 3, 2018