Outlook 2010

All staff members are allocated an email account when employed by GSM London. Your email account will be the following, username@gsm.org.uk.

Out of Office Message

  1. Go to Start Menu
  2. All programs
  3. Microsoft Office
  4. Click Microsoft Outlook 2010
  5. When outlook opens, click File
  6. Automatic Replies
  7. Click ‘Send Automatic Replies’

You can select whether you want to to send the automatic reply during a specific date range or you can have it set up in-defiantly and manually turn it off when you return.

Please insert and Inside my Organization message which will be sent out automatically to all staff members who email you. You can additionally have an outside my organization message but this is optional. You can enter this by clicking on the ‘Outside my Organization’ tab.

If you decided to manually turn off the automatic reply you can do this by clicking file and then ‘Turn Off’ next to the automatic button.

Outlook Running Slow

You may find time to time that your outlook becomes very slow and unresponsive. If this is the case then you it may be because you have to much data saved on the exchange on your account. You can check how much space you have acquired on the exchange by the following:

  1. When you are running Outlook click File
  2. Cleanup Tools
  3. Mailbox Cleanup
  4. View Mailbox Size

You will see a total size (including subfolders) figure which shows how much space you are using. We typically recommend no more than 500 mb (500000 kb). If you have gone over the following amount, we may require you to archive your emails. This is an easy process and can manually be done and kept in a organised manner. Please check ‘How to Archive’ below on a step by step method of archiving emails and folders.


Archiving Emails

When you have reached your limit of the amount of emails stored on the exchange or you wish to organize emails offline then you will need to archive. The easiest and safest way to archive your emails is by manually create an archive data file and then dragging in the emails or files you wish to archive. Firstly you will want to create an archive file (pst). To create a file please use the following:

  1. Open Outlook 2010
  2. Click File
  3. Account Settings
  4. then Account Settings in the sub menu
  5. Click on the data files tab.
  6. If you have not archived before then it will just show as your active online email account.
  7. Click Add.
  8. This will open up a file location directory where you wish to save your archives too. If you have a desk and do not move around then we suggest using your local documents and create a folder with your name and then archives. If you are using a thin client then we advise you to save the archive in your U:. Please be aware that you are limited on the space you have on your U:, so only archive important emails and delete emails that are not required. Call the archive something that plays a resemblance to what you are archiving. Please be aware if you are using web-mail you will not be able to read this emails you have archived.
  9. You will now find your archive folder will appear below your mailbox on the left hand side panel in Outlook 2010.
  10. Now you are ready to archive emails in to your new archive data file.
  11. You can create folders by right clicking on the archive data file name. You can additionally drag complete folders over from your inbox and it will keep the nested directory.
  12. You can additionally save your sent items.

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