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Matt IsaacMatt Isaac 

We are approaching our Data Storage Limit in our Instance

I would like some guidance on the Best Practice for Exporting emails from Salesforce as we are currently at 95%. What is the best tool to use and free up space? 

I know there is an Option to remove the 'Save Headers' does this free up space instantly or would we still need to Export Data?
Pankaj VithalPankaj Vithal
Make sure you have "Bulk API Hard Delete" permission enabled. If you have the standard system administrator profile this is not available, so you will need to either create a new (custom) system admin profile, or create a permission set that has this permission and then assign it to yourself.


To give the Bulk API permission, follow the steps below:

1. Steps in Aloha: Click Setup | Manage User | Profile.
2. Steps in Lightning: Click Setup | under 'Administration' | Click Users | Profile.
3. Open the ‘System Administrator’ profile and hit the ‘Clone’ Button.
4. Enter a Profile name and Click Save.
5. Edit the profile which you saved at step 3.
6. Under "Administrative Permission" | check the Bulk API Hard Delete checkbox.
7. Click Save it and assign this profile to the desired users.



From there, you can go to the data loader | Select Settings | Select "Use Bulk API" | Then select the Hard Delete button | Select Task as the object |
  • Start Data Loader by choosing Start | Programs | salesforce.com | Data Loader | Data Loader.
  • Select Settings
  • Select "Use Bulk API"
  • Click Export All to query for the items you are looking to delete
  • Select the Task Object | Select a file location to store the output file | Select Next
  • Build your query and select the fields to export (be sure to include the ID field)
Example: Select Id, WhoId, WhatId, Subject, ActivityDate, Status, Priority, OwnerId, Description, Type, IsDeleted, IsClosed, CreatedDate, CreatedById FROM Task WHERE Type = 'Email' AND CreatedDate <= 2009-07-18T00:00:00.000Z
 
NOTE:  Dates need to be loaded with a GMT time component in the following format: YYYY-MM-DDT00:00:00.000Z, e.g. for 18 July 2009 => 2009-07-18T00:00:00.000Z7Select ok to export
  • Review you file to confirm the records that you would like to delete
  • Save the file to a different name (e.g.: 2013.02.21.Hard_Delete_Task_Email)
  • Go back to the Data Loader
  • Select Hard Delete
  • Choose Task as the object
  • Click Browse... to select your CSV file to delete
  • Click Next. After the object and CSV file are initialized, click OK.
  • Your CSV file must contain a column of ID values for matching against existing records. The column may be either an external ID (a custom field with the “External ID” attribute), or Id (the Salesforce record ID). From the drop-down list, select which field to use for matching. If the object has no external ID fields, Id is automatically used. Click Next to continue.
  • If your file includes the external IDs of an object that has a relationship to your chosen object, enable that external ID for record matching by selecting its name from the drop-down list. If you make no selection here, you can use the related object's Id field for matching by mapping it in the next step. Click Next to continue.
  •  
  • Define how the columns in your CSV file map to Salesforce fields. Click Choose an Existing Mapto select an existing field mapping, or click Create or Edit a Map to create a new map or modify an existing map. For more details and an example of usage, see Defining Field Mappings.
  • Click Next.
  •  
  • For every operation, the Data Loader generates two unique CSV log files; one file name starts with “success,” while the other starts with “error.” Click Browse... to specify a directory for these files.
  • Click Finish to perform the operation, and then click Yes to confirm.
  •  
  • As the operation proceeds, a progress information window reports the status of the data movement.
  • After the operation completes, a confirmation window summarizes your results. Click View Successes to view your success file, click View Errors to open your errors file, or click OK to close. For more information, see Reviewing Output Files

https://na5.salesforce.com/help/doc/en/inserting_updating_or_deleting_data.htm (https://help.salesforce.com/articleView?id=inserting_updating_or_deleting_data.htm&type=5)