UCLA Center for Digital Humanities Support

UCLA Center for Digital Humanities Support

How To Identify Large Email Messages and/or Attachments with Outlook

Outlook for Mac

  1. Open Outlook and click on the search box in the upper right corner of the screen.

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  1. Change the mail selector on the left hand side of the screen to All Mail.

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  1. Click the Advanced button located as the second-to-last button from the right of the toolbar.

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  1. Below the toolbar, click the dropdown that says Item Contains and select Size.

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  1. Chance the dropdown to the right of this to be Is Greater Than.
  2. In the text field to the right of this, enter the size you would like in KB (e.g. 150 MB = 150000 KB).

For the Office 365 email migration, we’ll need to identify emails that are larger than 150 MB, as these emails will not migrate.
Look through emails identified as 150 MB or larger, saving any attachments desired.

  1. If you wish to save the email, there are a few options:
    1. Right-click the attachment in the body of the email and select Remove Attachment until the email is below 150 MB in size.
    2. Print the email to paper or to a file, such as to a pdf by printing to a pdf printer.
  2. Make a new folder and drag all the large emails into that folder.  Archive the folder to a pst.

Outlook for Windows

  1. Open Outlook and scroll down through the list of folders until you come to Search Folders.  Expand that folder by clicking the arrow next to it.
  2. Depending on Outlook version and any prior modifications, there should be a search option entitled
    Large Mail or Larger than XXX KB (where XXX is some number, defaulting to 100).  Click that.
    1. If the number is not 150000 KB or less, see the Customizing section below before proceeding.
  3. The entire mailbox is searched and large email will be returned in the search results.  It will be sorted in descending size by default.

For the migration, we’ll need to identify emails that are larger than 150 MB, as these emails will not migrate.  Look through emails identified as 150 MB or larger, saving any attachments desired.

  1. If you wish to save the email, there are a few options:
    1. Right-click the attachment in the body of the email and select Remove Attachment until the email is below 150 MB in size.
    2. Print the email to paper or to a file, such as to a pdf by printing to a pdf printer.
    3. Make a new folder and drag all the large emails into that folder.  Archive the folder to a pst.

Customizing the search.

  1. If you need to change the size of the search results, right-click the Large Mail/Larger than… search option and select Customize This Search Folder.
  2. In the Window that pops up, click the Criteria button (arrow 1).
  3. Make sure that the figure in the Mail Size window is more than 10000 KB (arrow 2).  Click OK to close out both windows.

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