Are you getting weekly or even daily messages saying that you are about to run out of mailbox space? Mailbox Cleanup is a one-stop-clean-up tool you can use to trim the size of your mailbox.
- Click File> Cleanup Tools > Mailbox Cleanup.
- Do any of the following:
- View the total size of your mailbox and of individual folders within it.
- Find items older than a certain date or size.
- Archive items using AutoArchive.
- View the size of your Deleted Items folder and empty your Deleted Items folder.
- View the size of your Conflicts folder and delete this folder.
Best practices to keep your mailbox lean
If your email is stored on an email server such as Exchange, after your mailbox reaches its upper limit, your administrator might start limiting functionality. For example, at 90 MB you might get a warning; at 100 MB you might no longer be able to send e-mail; and at 110 MB you might no longer receive e-mail.
Here are some ways to keep your mailbox size under control:
- Archive older items: Move old items you want to keep to an archive, a separate Outlook Data File (.pst) that you can open from Outlook any time you need it. By default, Outlook auto-archives items at a regular interval. You can also archive items manually whenever you want. That way, you can decide which items to archive when, and where to store them.
Note If you don’t see the Archive command, your organization may have turned this feature off.
- Empty the Deleted Items folder: Empty the Deleted Items folder frequently to make sure you aren’t keeping messages you don’t need.
- Empty the Junk Email folder: Periodically empty the Junk Email folder to save your inbox space for messages you actually want.
- Store attachments outside your mailbox: As they accumulate over time, attachments can take up a lot of room, so consider saving ones you want to keep to a team site, OneDrive, or folders on your computer. Here's where you can find messages with attachments.