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October 5, 2012 Has your Exchange-based Outlook mail client performance gotten slower over time? Or do you often get a message saying something like “Requesting data from Microsoft Exchange Server” that is slow to clear before you see your mail update?If so, you may have a problem that most people are not aware of: you may have reached Exchange’s , not size, and that count is not that hard to reach well before you run out of mailbox storage space.The fix is simple: spread your mail across more folders or subfolders; or archive or delete your mail off the server. Note this is a problem only on older Exchange servers—Microsoft has mostly fixed this on the newest ones.But also note that even though you may have a newer version of Outlook, the Exchange Server version your company runs behind your Outlook is invisible to you, and it could be quite old and so still subject to this issue.1MTD or MYN Strategies to Fix it If you are a 1MTD or MYN user, and have confirmed you have this issue, then it’s time to decrease the number of items in your Processed Mail folder. Well, you can 1) delete or archive old mail off the server from that folder, or 2) you can spread the mail across one or more additional Processed Mail folders still on the server.Which to do depends on how large your Exchange storage limit is.If you have a generous Exchange storage allocation, you can probably do number 2 and spread your mail across multiple Processed Mail folders on the server (just alter the names to indicate the date range).
Luckily the problem is unlikely to occur on the newest versions of Exchange, and so there is a good chance it will be less common as time passes and servers are upgraded.
But obviously that single-folder filing approach could make you more prone to reaching the Exchange single-folder item countlimit (again, if using an old Exchange server); any one folder loaded with lots of items, like the Processed Mail folder, can cause the problem. According to that article, if you have Exchange Server 2003 or 2000, the limit will be somewhere around 2,500 to 5,000 items in one folder.
It’s a bit ironic that a filing best-practice that will make you more productive could lead to a technical server issue. That’s not a lot of mail and so that number will be easy to reach if your company is using those older versions of Exchange and you are filing a lot of mail in one folder. Links at the bottom of the article I referenced above lead to other articles that state their limits.
Before you go further ensure that you have the latest available version of the software.
To resolve the issue you can try opening the Programs and Features applet in Control Panel and uninstall the problematic product. This should refresh all components of the software and, as a result, the software may restore its functionality.