In Outlook, choose File> Cleanup Tools > Mailbox Cleanup. That way, you can decide which items to archive, when to archive them, and where to store them. You can also archive items manually whenever you want. By default, Outlook automatically archives items at a regular interval. You can create a separate Outlook Data File (.pst) that you can open from Outlook any time you need it. Here are some ways to keep your mailbox size under control:Īrchive older items – Move old items you want to keep to an archive. For example, at 90 MB you might get a warning, at 100 MB you might be unable to send email, and at 110 MB you might be unable to receive email. If your email is stored on an email server such as Exchange, when your mailbox reaches its upper limit your administrator might start limiting functionality. View the size of your Conflicts folder and delete this folder. View the size of your Deleted Items folder and empty your Deleted Items folder. View the total size of your mailbox and of individual folders within it.įind items older than a certain date or larger than a certain size. In Outlook, choose File> Tools > Mailbox Cleanup. For more information on moving items, see Move or copy a message between folders.Guided support in your browser can provide digital solutions for Office problems You can delete some or all of these messages or move them to another Outlook Data File (.pst). This will find all messages larger than 5 MB. Click in the Search box and type: messagesize:>5 mb. To execute desired operation, choose View Mailbox Size, Find items older. You can search for all messages larger than a specific size from Outlook's Search box. In outlook Go to the File > Info > Cleanup Tools > Mailbox Cleanup. For more information, see Use Conversation Clean Up to delete redundant messages. Conversation Clean Up can remove those redundant messages automatically. In a long email thread, there are often numerous messages that contain all of the same information as prior messages. Use Conversation Clean Up to remove redundant messages Select View Mailbox Size, Find items older than, Find items larger than, View Deleted Items Size, Empty Deleted Items folder, View Conflicts Size, or Empty Conflicts to perform your desired task. The Mailbox Cleanup tool can delete these conflicts for you. Conflicts happen when a copy of an item stored on your email server is out of sync with a copy of an item stored on your local computer. Occasionally, Outlook will store conflicted items in a folder called Conflicts. The tool provides a button to view the size of your Deleted Items folder and empty your Deleted Items folder. This will empty the ‘Deleted Items’ folder and permanently remove the mail items. Often, the cause of a large mailbox is a large Deleted Items folder. The steps to permanently delete emails and reduce mailbox size are as follows: In Outlook, right-click on the ‘Deleted Items’ or ‘Trash’ folder and choose ‘Empty Folder. This tool can also help you search for older or very large messages that you might want to delete or move to an Outlook Data File (.pst). You have two options under the Trash item to delete your deleted e-mails. Go to the Folders tab to set the changes. Select the account that you want to change and click on Advanced at the bottom right. You can use the Mailbox Cleanup tool to view the size of your mailbox and individual folders. Follow these steps in Outlook for Mac 2016: Go to Accounts via the Extra menu. There are several ways to reduce your mailbox size. To reduce the size of your Outlook Data File (.pst) or Offline Outlook Data File (.ost), you can manually compact the data file. Select your version of Outlook below to see instructions on how to reduce the size of a. Well there isnt a simple way to do that and when I tried creating a rule, 'unread' isnt an option. I want to simply delete all unread emails older than a month, if I havent read it then dont need it. If you use an Microsoft 365, Exchange, IMAP, or account, a copy of your mailbox is stored in an Offline Outlook Data File (.ost). Is there an easy way to clean up your mailbox I have over 100k unread emails in my inbox. Note: If you use a POP account, all of your email account information, including your folders, email messages, contacts, calendar, and task information is stored in an Outlook Data File (.pst). If you receive a message that your mailbox is over its size limit, deleting messages and folders can help, but if you store your information in an Outlook Data File (.pst) or Offline Outlook Data File (.ost), that data file may not shrink in size automatically. Large mailboxes can take longer to open and search, and many email providers, including Microsoft 365, limit the maximum size of your mailbox. When you use Clean Up, a dialog box will remind you that redundant messages will be moved to the. Clean up Folder and Clean Up Folder & Subfolders commands are also on the Folder tab. The more email you send and receive, the larger your Outlook mailbox can grow. Right click on any thread and choose Clean Up Conversation in the context menu or look for it on the Clean Up button in the Delete Group on the Home tab.
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