Outlook 2010 show which sender's email uses the most space

Question

A customer asked me this question, it seems her mailbox is full (running Exchange SBS2011, Outlook 2010) at 6GB. Instead of asking for more space, she would like to delete the unneeded emails.

Q: Is there any way to sort the emails so that one can see how much space is used by email from specific sender?

Answer 1

One possible partially automated method.

First: Ceate a search folder based on sender. Can be automated. http://www.slipstick.com/developer/create-an-outlook-search-folder-using-vba/

Sub SearchFolderForSender() 
    On Error GoTo Err_SearchFolderForSender 
    Dim strFilter As String
    ' lets get the email address from a selected message 
    Dim oMail As Outlook.MailItem 
    Set oMail = ActiveExplorer.Selection.Item(1) 
    strFilter = oMail.SenderEmailAddress 
    If strFilter = "" Then Exit Sub
    Dim strDASLFilter As String
    ' From email address 
    Const From1 As String = "http://schemas.microsoft.com/mapi/proptag/0x0065001f"
    Const From2 As String = "http://schemas.microsoft.com/mapi/proptag/0x0042001f"
    strDASLFilter = "(""" & From1 & """ CI_STARTSWITH '" & strFilter & "' OR """ & From2 & """ CI_STARTSWITH '" & strFilter & "')"
    ' From Display name 
    'strDASLFilter = """urn:schemas:httpmail:fromname"" LIKE '" & strFilter & "' " 
    Dim strScope As String
    strScope = "Inbox"
    Dim objSearch As Search 
    Set objSearch = Application.AdvancedSearch(Scope:=strScope, Filter:=strDASLFilter, SearchSubFolders:=True, Tag:="SearchFolder") 
    'Save the search results to a searchfolder 
    objSearch.Save (strFilter) 
    Set objSearch = Nothing
    Exit Sub
Err_SearchFolderForSender: 
    MsgBox "Error # " & Err & " : " & Error(Err) 
End Sub

Second: Go to the search folder.

Third: Select all items.

Can be automated.

Sub ctrlHomeCtrlEnd()
    SendKeys ("^{HOME}^+{END}")
End Sub

Fourth: Sum the Size property. http://www.vbaexpress.com/forum/showthread.php?47283-Custom-Field-loop-through-each-email-and-add-the-value

Sub SizeCount()

' http://www.vbaexpress.com/forum/showthread.php?47283-Custom-Field-loop-through-each-email-and-add-the-value

Dim myOlExp As Explorer
Dim myOlSel As Selection

Dim oItem As Object
Dim itemSize As Double
Dim tmpValue As Double
Dim x As Long

Dim uBegin
Dim uDuration
Dim uMsg As String

Set myOlExp = Application.ActiveExplorer
Set myOlSel = myOlExp.Selection
tmpValue = 0
uBegin = Now

'Debug.Print " Start: " & Now

For x = 1 To myOlSel.count

    Set oItem = myOlSel.item(x)
    itemSize = oItem.ItemProperties.item("Size")

    If oItem.ItemProperties.item("Size") = "" Then
        itemSize = 0
    End If

    'Debug.Print "x: " & x & " - " & itemSize; ""

    tmpValue = tmpValue + itemSize

Next x

uDuration = dateDiff("s", uBegin, Now)
Debug.Print " End  : " & Now & "   Total time: " & uDuration & " seconds."

uMsg = "  Total Size of  " & myOlSel.count & "  items: " & Format$(tmpValue / 1000, "0.00") & " KB"
Debug.Print uMsg & vbCr

MsgBox uMsg

End Sub

With the three macros on buttons this tedious process may be workable.