Out of the box, Outlook will “Mark items as read when viewed in the Reading Pane” after five seconds. Whichever way you choose, the Reading pane window will appear. You can also go to File > Options > Mail > Reading Pane (or Advanced > Reading pane) to open the same options. Of course, this being Outlook, there are other ways to access these options. By default, Outlook marks a mail as “read” once you’ve spent five seconds with it selected, but you can change this by going to View > Reading Pane and selecting “Options.” It also determines how Outlook marks messages as read and lets you move through your messages using a single key.
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RELATED: How to Create and Customize a Folder View in Outlookīut the Reading pane does more than show you the contents of your message. You’ll have to experiment with it to see what you think. Some people love this setting some find it too cluttered. But if you set Message Preview to 1 Line, 2 Lines, or 3 Lines, you’ll also see 1, 2 or 3 lines of the content of each message, without needing the Reading pane. This means that you just see the information shown in the columns in the folder-To, From, Subject, Received, and so on. In the standard folder view, Message Preview is turned off. This is a useful option if you’re clearing out mail, especially if you use it in conjunction with the View > Message Preview function. Setting the pane to “Off” maximizes the number of items you can see in the folder, but you don’t see any of the mail content. This was the traditional view before the advent of wide-screen monitors, and many people still favor it. If you’d prefer, you could also just follow the first part (about creating “On My Mac” mailboxes) to remove the offending messages from your mail server but not from the Mail program. But then you can feel all accomplished for getting things sorted out and cleaned up! I’ll be proud of you, I promise.Setting the pane to “Bottom” means you see fewer messages in the folder, but you see more details about that message and more of its content in the Reading pane. And after you’ve seen which mailboxes desperately need archiving, check out this tip I wrote last year on doing just that. When you’re done perusing your first account, go ahead and look at all the rest of ’em by using that top drop-down menu. Anyhow, another cool piece of info available is at the top of that last screenshot-Mail attempts to figure out how much available space you have on the server for the selected account, which can be handy if you’re using a smaller email provider that severely limits the amount of storage you’ve got. That’s not a ton, I guess, but I still feel so untidy. I’ve arranged my list by size here (which you can tell because of the arrow within that column header), but I can also see that I’ve got more than 3,000 sent messages stored on the server. I’m pretty proud of my Inbox being at zero. You can click the headers at the top of the list to sort by name, size, or number of messages, too. The oh-so-familiar spinning gear will keep you company while you wait.Īfter the process is done, though, you’ll get a neat list of the mailboxes associated with that account and their sizes. I find it’s easier to just choose the correct one from this dialog box, so swap that drop-down to the account you’d like to get the sizes for, then select the “Quota Limits” tab (or “Messages on Server” if you’re using Exchange).ĭepending on how much email you’ve got in the chosen account, you may need to go get a cup of coffee. By default, the account that’ll be chosen will be from whatever server-side mailbox you had selected in the sidebar before clicking the gear icon. In the subsequent window, you’ll see a drop-down menu at the top.
Choose “Get Account Info” from the menu that’ll appear. Open Mail, of course, and then click the gear icon in the lower-left corner. However, the Mail application does have a pretty handy way to see which mailboxes are using up the most space, which can be a lifesaver if you’re trying to decide where to focus your cleanup efforts!
Of course, those emails take up space both on your computer if you’re using Mail (or any similar program, such as Outlook) and on the server that your messages are passing through. One of the downsides of email is that, if you’re not diligent about keeping your mailboxes tidy, you’re gonna end up with a ton of old stuff.
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