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How to Clean Outlook Mailbox?

Published in Outlook Management 3 mins read

To clean your Outlook mailbox and reduce its size, use the Mailbox Cleanup tool. In Outlook, navigate to File > Tools > Mailbox Cleanup.

Here's a breakdown of the process and the options available:

Using the Mailbox Cleanup Tool

The Mailbox Cleanup tool offers several methods for managing your mailbox size. Here's how to access and use it:

  1. Open Outlook: Launch the Outlook application on your computer.
  2. Go to File: Click on the "File" tab located in the top-left corner of the Outlook window.
  3. Select Tools: In the Info pane, click on the "Tools" option. A dropdown menu will appear.
  4. Choose Mailbox Cleanup: From the dropdown menu, select "Mailbox Cleanup." This will open the Mailbox Cleanup dialog box.

Mailbox Cleanup Options

The Mailbox Cleanup dialog box provides the following options:

  • View Mailbox Size: This allows you to see the total size of your mailbox and individual folders. It helps you identify which folders are taking up the most space.

  • Find Items Older Than: You can search for emails older than a specified date (e.g., 3 months, 6 months, 1 year). This helps you identify and potentially archive or delete older, less relevant emails.

    • Click "Find" to initiate the search based on the specified date. Outlook will open a new search window displaying the results.

  • Find Items Larger Than: You can search for emails larger than a specified size (e.g., 250 KB, 500 KB, 1 MB). Large emails often contain attachments that consume a significant amount of storage space.

    • Click "Find" to initiate the search. Outlook will open a new search window displaying the results.

  • Empty Deleted Items Folder: Permanently deletes all items in your Deleted Items folder.

    • Click "Empty" to permanently remove these items. Warning: This action cannot be undone.

  • View Conflicts: This allows you to identify and resolve any synchronization conflicts between your local Outlook data file (.pst or .ost) and the Exchange server.

  • AutoArchive: Configure AutoArchive settings to automatically move older items to an archive folder. This is a great way to keep your main mailbox size manageable without deleting items.

Tips for Effective Mailbox Cleaning

  • Start by identifying large emails: Use the "Find Items Larger Than" option to locate and either delete or save attachments externally (e.g., to a cloud storage service).
  • Archive older emails: Consider using the AutoArchive feature to move older emails to an archive file.
  • Regularly empty the Deleted Items folder: Make it a habit to empty the Deleted Items folder periodically.
  • Consider using online archive (if available): If your organization provides an online archive, move less frequently accessed emails to the archive.
  • Review and delete unnecessary emails: Spend some time reviewing your inbox and other folders, deleting emails that are no longer needed.
  • Compress attachments: If you need to keep emails with large attachments, consider compressing the attachments to reduce their file size.

By utilizing the Mailbox Cleanup tool and implementing these tips, you can effectively manage your Outlook mailbox size and maintain optimal performance.

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