Five Simple Tricks to Reduce Outlook Mailbox Size

 

Are you tired of daily deleting your mail in the Outlook Mailbox? Then, we have got the solution for you to keep the Outlook Mailbox perfect in just a few steps.

Note– Apply all these steps in Outlook 2016, Outlook 2013, and Outlook 2010.

 

How to know your Mailbox Size?

You should know how much space has Outlook Mailbox occupied, and you can get it quickly by following the below steps.

• Open Outlook Mailbox Cleanup Dialog.
•  Click on View Mailbox Size.
• A window will be displayed, and on that, you can see your mailbox folders and their sizes.

For Outlook 2007

  Go to Tools>Mailbox Cleanup.

For Outlook 2010/2013/2016 (msi)

  Click on File>section info>button cleanup tools>Mailbox cleanup

For Outlook 2016/2019/ Office 365

  Click on File>Section>Tools>Mailbox Cleanup

 

What is Microsoft Outlook Mailbox?

Outlook is a webmail service having features like calendars, tasks, contacts, and notes developed by Microsoft and available in 106 languages. Outlook Mailbox has over 400 million users and is commonly used for sending and receiving emails.

In Outlook Mailbox, there are three message formats: Hyperlink Markup Language, Plain Text, and Rich Text Format. All these messaging formats have fantastic features that you can enjoy while sending or replying to emails to others. 

 

Tips to help you reduce Outlook Mailbox Size

Empty Deleted Messages

Microsoft has a Deleted Items folder where you can automatically make the folder empty after you exit Outlook.

How to use this Folder

• Click on File
• Select Options
• Then, click on Advanced Tab

In the Outlook Start and Exit option, check the Empty Deleted Items folder when you exit Outlook and click OK to apply.

How to Delete Manually

• Right-click on the Deleted Items Folder.
• Click on Empty Folder on the shortcut menu.

Once you are done with the Deleted Items Folder, you are all set, and all your deleted messages and emails will not be reversed.

If you want to delete a message permanently, press Shift+ Delete by selecting a particular message instead of pressing the Delete button.

Click Mailbox Cleanup

Another method to delete the Outlook mail and reduce the mailbox size is by going to the Mailbox Cleanup section.

• Open the Outlook Mailbox
• Click on the File option
• Then, press the Info> Cleanup Tools
• Click on the Mailbox Cleanup.

 

Detailed Explanation on How to use Mailbox Cleanup

• Go to the Mailbox Size option and scan the size of your mailbox and subfolders. By doing this, you will get to know which folders are the biggest contributor to your mailbox. So, clean up the mess quickly.
• When attaching to the exchange, you will find the Local Data and Server Data tab. You need to go to the Local Data tab. Cleanup changes that you made will automatically change on the server as well.
• Choose the options to find Older and Larger files that you can delete directly from the results and help reduce your mailbox size.
• Also, check Archive Older Messages and check Archive settings. Run an AutoArchive to clean up space.
• Again check the size in the Deleted Items folder and empty the folder.

 

Shift your Messages to Personal Folder

You can also reduce the size of Outlook Mailbox by shifting messages to personal folders. See if you have this option as many organizations have moved from supporting Personal folders. This will help you reduce your Outlook Mailbox size as these messages or mail will not be counted in your mailbox’ size.

You should take a hard look at your hard drive as all these messages will be saved in the same. Personal folders mean your hard drive, so always look for backup to prevent your files or messages from being lost if your system goes down or updated. Also, try to see whether you are running a standalone version of Outlook, then your email, tasks, notes, and calendar all are stored in the outlook.pst file that has a 50GB size limit.

Attachments

Almost 80% of the email has Attachments that use bulky space of your Outlook Mailbox. It is a file that is sent with an email message. There can be ‘n’ number of files that can attach with an email message. There can be documents, images, or videos that we attach with an email message, and clean up all the attachments to make a space on your Outlook Mailbox. Do save your attachments and then remove them to clean up space. Here are a few tips to save and remove the attachments in Outlook Mailbox.

• Open the message in an email.
• Right-click on the attached email.
• Choose Save All Attachments, or from the Message tab, select Actions.
• Then, choose Other Actions>Save all Attachments.
• Now, drag the file and locate it where you want to save, and click on Save.
• After saving the attachment on the folder, delete the email messages if you didn’t want to.
• If you wish to receive the messages on your email, you can remove attachments from a message by clicking right and choosing remove.

 

Archive Older Messages

If you want to set up your archive preferences, click on Info> Cleanup Tools> Archive. Then, an archive.pst file will be created on your hard drive. Archive messages will now be removed from your Outlook Mailbox and moved to the archive file based on the previously made settings. You need to back up our archive emails time-to-time from being lost. 

Junk Email

Every email account has a junk email option that needs to be empty by giving commands like Deleted Items Folder.

You need to empty your junk email folder at all times as they use your email space. Empty the folder by right-clicking on it and then select Empty folder.

Steps to Block Emails in Outlook

Now, in Microsoft Outlook Mailbox, you can block a sender’s mail if you don’t want to hear from it. You can block any sender in Outlook Mailbox in just a few steps.

• Open the Outlook Mailbox on your system.
• Select the arrow next to the Junk option.
• Then, select the Block.
• A new pop-up will appear and click on the OK button.

Note– If you don’t want to block the sender’s email address, you can permanently remove their email id. Just see the steps below.

• Click on the Account Settings.
• Then, click on the Mail> Junk Email.
• In the Junk Email, a new option, Blocked Senders and Domains.
• Click on the Trash if you want to remove any email id from your blocked list.

Conclusion

Microsoft Outlook Mailbox is an Email service that helps in sending and receiving messages to others. Sometimes, we get exhausted with tons of emails in our inbox and keep trying to delete them permanently. Some tips that will help you reduce the Outlook Mailbox size we have provided.

Source: https://discussionstech.com/blog/five-simple-tricks-to-reduce-outlook-mailbox-size/