How to Free Up Space in Outlook

Every person who has used Microsoft Outlook for quite a long time may think that his mailbox is already full and it serves as an obstruction to his continuing to send or even receive new emails. When this dreaded "Outlook mailbox is full" message occurs, one may question how to clear email storage effectively.

The current article will serve as a step-by-step guide on How to Reduce Outlook Mailbox Size, and answer questions such as "Does archiving emails save space in Outlook," and show really working ways to avoid an "Outlook exceeded storage limit" message.

How to Clear Email Storage in Outlook

Clearing the storage in Outlook must be done strategically to reduce the size of your mailbox. Here's how you can go about managing your storage efficiently:

1. Delete Unwanted Emails

Begin by removing emails that no longer serve any purpose. These are promotional emails, old newsletters, and any email threads whose purpose has already been served. To do this:

• Go to the folder containing those emails, highlight them, and click on the Delete button.
• Don't forget to empty your Deleted Items folder afterward, as these continue to occupy space until being deleted permanently.

2. Sort Emails by Size

To find and delete large emails, arrange your inbox in order of size:

• On the View tab, in the Arrange group, click Sort by and then click Size.
• This will help you to identify and delete those emails with big attachments that usually occupy the most space.

3. Empty the Junk Email Folder

E-mails moved into your Junk Email will still be counted against your storage quota. It is a good way to clear space to regularly clear out this folder:

• Right-click the Junk Email folder and click Empty Folder.

4. Clean-Up Sent Items

Don't forget to clean out your Sent Items folder. Emails you send - not to mention their attendant attachments - can accumulate and take up quite a bit of space:

• Go to the 'Sent Items' folder and delete, or if you so prefer, move into an archive, those emails that you don't need.

5. Remove Unneeded Attachments

Attachments can take up significant space in your mailbox:

• Open the emails that contain large attachments, save the attachments to the local system, and then clear them off the email body. This would pretty much help clear up much space without actually deleting any of the content of the emails.

How to Archive Emails in Outlook to Save Space

Archiving will efficiently help you manage your storage in Outlook without having to delete an important message forever. When emails are being archived, they go into a different file on your computer called a PST file. This reduces the size of the active mailbox.

Manual Archiving:

• Select all the messages you want to archive.
• Right-click on them and choose Archive.
• The archived emails usually go to the archive folder, which is kept in other locations other than your main mailbox.

Automatic Archiving:

• Go to File > Options > Advanced > AutoArchive Settings.
• Set the archiving frequency, determine where the archive file will be kept, and specify the age cutoff for emails to be considered archived.

Does Archiving Emails in Outlook Save Space?

Yes, archiving saves space in Outlook. That is because archiving moves the emails from the primary mailbox into where you can manage the space more effectively. However, remember that the emails that are archived and stored locally do not count towards your Outlook storage limit.

"My Outlook is Full" - How to Delete Emails and More

When you receive a notification that your Outlook is full, it's time to take action. Here’s how to delete items and free up space:

1. Delete Old Emails

Focus on emails that are no longer relevant. Use the sorting feature to identify old emails and delete them in bulk.

2. Empty the Deleted Items and Junk Folders

Emails in these folders still count towards your storage limit:

• To fully remove them, right-click on the folders and select Empty Folder.

3. Use the Mailbox Cleanup Tool

Outlook offers a built-in tool to help you manage your mailbox size:

• Go to File > Tools > Mailbox Cleanup.
• This tool allows you to view your mailbox size, search for items older than a certain date, or larger than a certain size, and delete them accordingly.

4. Clear Calendar Attachments and Old Entries

Your calendar items can also consume space, especially if they contain attachments. Regularly review and delete unnecessary calendar items or attachments.

Outlook Exceeded Storage Limit: Next Steps

If you’re facing the message "Outlook exceeded storage limit," here’s what to do:

1. Check Your Mailbox Quota

Know how much space is allocated to your mailbox and how much you're using. You can find this in your account settings.

2. Delete or Archive Old Emails

Based on the methods described above, delete unwanted emails or archive older emails.

3. Remove Large Attachments

Find emails with attachments over 1MB in size. Delete the attachment or save the attachment outside of Outlook and then delete the attachment from the e-mail.

4. Move Items to Your Computer

For items you do not need immediate access to but would like to keep moving those to the local drive of your computer. This step reduces the number of items residing within your Outlook mailbox.

Microsoft Outlook Mailbox Full After Deleting Emails

It is annoying to find out that even after you have thought you had freed up space, you still show that your "Microsoft Outlook mailbox is full after deleting" emails. Here are a few of the many reasons it could be happening:

1. Items Deleted Are Not Automatically Removed

After you have deleted your emails, go ahead and empty the deleted items.

2. Archiving Not Setting Up Properly

Therefore, if the archive settings are not correctly set, emails may fail to go to the archive folder. Double-check your archive settings for the correct setup.

3. Other Items Occupying Space

At times, calendar entries, tasks, or notes can take up a lot of space. Check these items from time to time and delete or archive them if needed.

Do Archived Emails Count Towards Storage in Outlook?

Are the archived emails counted toward storage in Outlook? No, they do not count toward your Outlook storage limit as long as they are stored locally on an external storage device. Of course, if you have policies or are using an online archive where the archives remain inside your mailbox, then they will definitely add up to the total amount of used storage.

Delete Files from Outlook

Such ways include the simple deletion of the files that are not needed, including attachments. These can be done either manually or through the cleanup tools provided by Outlook.

Manual Deletion:

Locate the emails with attachments you no longer need, open the email, right-click on the attachment, and choose Remove Attachment.

Automatic Cleanup Tools:

Go to File > Tools > Mailbox Cleanup. Here, you can select options to delete older items, find large emails, and manage your space more effectively.

How to Fix "Mailbox is Full" in Outlook

To fix a "mailbox is full" issue in Outlook:

• Use the Mailbox Cleanup Tool: Go to File > Tools > Mailbox Cleanup, and guide it through the process of identifying and deleting large or old items.
• Regularly archive or delete emails: You need to set up a routine to review and manage your emails.
• Save Attachments Externally: Transfer attachments from your email to an external storage device or to a local drive in your computer.
• Cleaning unnecessary files from folders: Essentially, the Junk, Deleted Items, and Spam folders require regular cleaning to avoid wasting storage space.

Employ the Best Tool for Backing Up Outlook Data

The Corbett Outlook Backup Tool will help one look for an advanced way of handling one's Outlook storage without losing any kind of data. This utility will enable you to make complete backups of the Outlook mailbox, having emails with their attachments, contacts, and calendars attached to it. With its user-friendly interface and range of robust features, the Outlook backup tool is entirely safe and lets you conserve your data with peace of mind, hence managing Outlook space more effectively.

Conclusion

It is very important to keep Outlook mail within your control for smooth communication and productivity. Regular removal of unwanted emails, archiving older messages, and making the most out of the Outlook tool will keep the storage limits at bay without much ado. Whether you get the message "Mailbox Almost Full in Outlook" or are looking to avoid such a scenario sometime later, these tips along with tools such as the above-mentioned Outlook backup tool will keep your box clean, ready, and working with efficiency.