Information Technology

Email best practices to manage Penn State’s Microsoft 365 storage

This article, part of Penn State's ongoing ‘Downsize Your Data’ campaign, provides tips and best practices for students, faculty and staff on streamlining their email data storage.

UNIVERSITY PARK, Pa. — As the ‘Downsize Your Data’ campaign rolls out the phased adjustment of Microsoft 365 storage limits, the 100GB Outlook email storage limit will remain the same.

While the 100GB storage limit for Penn State Outlook email is not changing, Penn State students and employees can help reduce the University's overall storage footprint by adopting these Outlook best practices.

How to use your Penn State Outlook

Students, faculty and staff should use their Penn State Outlook accounts for email, while Teams, OneDrive or SharePoint should be used for collaboration and file storage. Additionally, Penn State Outlook email accounts should only be used for coursework and work-related projects, and should not be used as a personal storage repository for files such as photographs, videos or personally identifiable information, including billing records, medical records, Social Security numbers, or banking and credit card information.

Email best practices

In an effort to reduce clutter, organize files, and avoid duplication, Penn State IT recommends the following Outlook best practices:

  • Set aside regular time to declutter your Inbox, Deleted Items, Sent Items, Junk Mail and Drafts folders. Review and delete messages you no longer need.

  • Use a personal email account for non-work communications.

  • Delete or filter out messages like automated reminders, reactions and advertisements from your Penn State Outlook account.

  • Reduce duplicate storage by storing files in your Penn State OneDrive or SharePoint and sharing links to documents rather than emailing multiple attachments.

For Penn State students, faculty and staff who may use alternative email clients other than Outlook, these email best practices still apply and are encouraged.

‘Downsize Your Data’ campaign

The "Downsize Your Data" campaign is aimed at managing the University's growing digital footprint and promoting responsible data stewardship. For more information about the campaign and its upcoming changes, read 'Downsize Your Data' campaign to phase adjustment of Microsoft 365 storage limits.

If Penn State students and employees have any questions or concerns, contact datadownsizing@psu.edu.

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