Managing Storage Capacity

Freeing up Dynamics 365 storage space

John PhillipsProduct Updates

Table of Contents

Freeing up Dynamics 365 file storage

When looking to free up file storage capacity, there are four options to consider:

1 – Remove email attachments using Advanced Find

Warning
If this data is deleted, the attachments will no longer be available to access within Dynamics 365. However, they will remain in Microsoft Outlook if they were saved there.
  1. Click Advanced Find from within Dynamics 365.
  2. In the Look for list, select Email Messages.
  3. In the search criteria area, add criteria similar to the following:
    Attachments (Item) – this is a child table of the Email Message table
    File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 1,048,576 (this is equivalent to 1MB – adjust this number if you’d rather only delete larger files).
    Your query should look something like this:
    Attachment query
  4. Choose Results.

You will be presented with a list of email messages that have attachments that are larger than specified in your above query. Review the emails and delete the attachments as needed.

2 – Remove email messages with attachments using a bulk deletion job

Warning
If this data is deleted, the attachments will no longer be available to access within Dynamics 365. However, they will remain in Microsoft Outlook if they were saved there.

Similar to the first process, this option is also for email attachments, but rather than reviewing and deleting records manually, this option involves creating a bulk deletion job to automatically delete the records.

  1. In the affected environment, navigate to Settings > Data Management > Bulk Deletion
  2. In the menu bar, choose New. This launches the Bulk Deletion Wizard.
  3. Choose Next.
  4. In the Look for list, select Email Messages.
  5. In the search criteria area, add criteria similar to the following:
    Status Reason – Equals – Received; Sent
    Actual End – Older Than X Months – 1 (amend this as required if you need to keep these emails for longer)
    Attachments (Item) – this is a child table of the Email Message table
    File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 1,048,576 (this is equivalent to 1MB).
    Your query should look something like this:
    Email Query
  6. Choose Next.
  7. In the Name text box, type a name for the bulk deletion job.
  8. Select a date and time for the job start time; preferably a time outside of regular business hours.
  9. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.
  10. If you want a notification e-mail sent, select the Send an email to me (moc.n1741945371iamod1741945371@liam1741945371e1741945371) when this job is finished check box.
  11. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.

3 – Remove notes with attachments using Advanced Find

Warning
If this data is deleted, the notes and their associated attachments will no longer be accessible in Dynamics 365.
  1. Click Advanced Find from within Dynamics 365.
  2. In the Look for list, select Notes.
  3. In the search criteria area, add criteria similar to the following:
    File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 1,048,576 (this is equivalent to 1MB – adjust this number if you’d rather only delete larger files).
    Your query should look something like this:
    Notes Query
  4. Choose Results.

You will be presented with a list of Notes with attachments larger than specified in your above query. Review the notes and delete them as needed.

4 – Remove notes with attachments using a bulk deletion job

Warning
If this data is deleted, the notes and their associated attachments will no longer be accessible in Dynamics 365.

Similar to the third process, this option is also for Notes, but rather than reviewing and deleting records manually, this option involves creating a bulk deletion job to automatically delete the records.

  1. In the affected environment, navigate to Settings > Data Management > Bulk Deletion
  2. In the menu bar, choose New. This launches the Bulk Deletion Wizard.
  3. Choose Next.
  4. In the Look for list, select Notes.
  5. In the search criteria area, add criteria similar to the following:
    Created On – Older Than X Months – 1 (amend this as required if you need to keep these notes for longer)
    File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 1,048,576 (this is equivalent for 1MB).
    Your query should look something like this:
    Notes Deletion Job
  6. Choose Next.
  7. In the Name text box, type a name for the bulk deletion job.
  8. Select a date and time for the job start time; preferably a time outside of regular business hours.
  9. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.
  10. If you want a notification e-mail sent, select the Send an email to me (moc.n1741945371iamod1741945371@liam1741945371e1741945371) when this job is finished check box.
  11. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.

Next: Freeing up Dynamics 365 log storage

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