How to clean up, compact and reduce mailbox size in Outlook

Microsoft Outlook, the shopper for e mail providers, saves e mail and attachments offline. As you obtain and ship emails, the size of the database retains growing. Whereas it makes certain which you could entry emails when not related to the web, it additionally implies that the size of the mailbox retains increasing. On this publish, we’ll share how one can compact and reduce mailbox size in Microsoft Outlook.

Clean up, compact & reduce mailbox size in Outlook

The drawback of getting a much bigger mailbox is that it slows down the expertise. It takes longer to open and seek for something. On high of it, e mail suppliers comparable to Workplace 365, restrict the utmost size of the mailbox. It means until you reduce the mailbox size in Microsoft Outlook, you can’t ship or obtain any e mail.

The place is all the information of the Outlook mailbox saved

For those who use POP or IMAP characteristic, all of the information, emails, folders, contacts, and many others. are saved in Outlook Information File (.pst). If you’re utilizing Workplace 365, Alternate, or Outlook.com account, the mailbox information is out there in an Offline Outlook Information File (.ost). Whereas deleting emails and attachments may assist, for those who save all data in PST file, it doesn’t shrink by itself.

Observe: We have now mentioned two extra methods to delete information from Outlook. For those who use them and then manually reduce the file size of the mailbox, it’s going to assist additional.

Compact and reduce Outlook Information File (.pst)

The benefit with PST file is that once you delete emails, it routinely compacts the database in the background. The compacting course of occurs when you’re not utilizing Outlook. You too can select to compact it by following the steps beneath manually:

1. Open Outlook, and delete gadgets that you simply don’t want. If you take away them, the information go contained in the “Deleted Items” folder. Proper-click and empty it.
2. Click on on File >  Account Settings >Account Settings.
3. Swap to the Information Recordsdata tab. Choose the information file you need to compact. Then click on on Settings.
4. Click on the Superior tab > Outlook Information File Settings.
5. Within the Outlook Information File Settings dialog, click on Compact Now and then click on OK.

Relying on the PST file size, it’d take a number of minutes to compact.

Learn: How to take away the Sync Points folder in Outlook

Compact and reduce an offline Outlook Information File (.ost)

Many e mail accounts use an offline Outlook Information File to retailer information. OST or offline Outlook Information File is analogous to PST or Outlook Information File with one exception. You can not import from or export to an offline Outlook Information File (.ost).

1. Click on File > Account Settings, Account Settings.
2. On the Information Recordsdata tab, click on the information file that you really want to compact, and then click on Settings.
3. Click on the Superior tab > Outlook Information File Settings.
4. Within the Outlook Information File Settings dialog, click on Compact Now and then click on OK.

Use Mail Cleanup Software

Outlook provides an inbuilt mail cleanup device, or you should use the Outlook Attachment Cleanup device to seek for previous and giant messages which you could delete or transfer to a PST file. It may possibly additionally take away the copy of emails that battle with the e-mail server. Generally we delete information from the server, however they’re nonetheless obtainable on the shopper occupying area.

Run the Mailbox Cleanup device

1. Click on the File > Instruments > Mailbox Cleanup.
2. Choose View Mailbox Size, Discover gadgets older than, Discover gadgets larger than, View Deleted Objects Size, Empty Deleted Objects folder, View Conflicts Size, or Empty Conflicts to carry out your required job.

Use Clean Up Dialog Software in Outlook

Outlook for Workplace 365, Outlook 2021/19, Workplace for enterprise, and others have a device to clean up conversations. Conversations or E mail threads are the identical factor. The “conversation tool” is wise. It can consider the content material of every message, and if the a part of the e-mail is out there in any of the preview messages, it’s going to delete it.

You have got three choices extra choices to compact and reduce mailbox size in Microsoft Outlook.

• Clean Up checks on the chosen dialog.
• Folder clean up opinions the chosen folder.
• Clean Up Folder & Subfolders additionally checks on subfolders.

Learn: How to change Outlook Dialog Cleanup settings

These are the very best suggestions to show you how to compact and reduce mailbox size in Microsoft Outlook. Nonetheless, all the time just remember to don’t unintentionally delete information which can be important.

Learn subsequent: How to optimize and pace up Microsoft Outlook.