Guide to Reduce Outlook Mailbox Size in Simple Ways

To solve the problem of large Outlook mailbox you are required to reduce Outlook mailbox size. But you don’t want to delete the data. In this case, there are some tricks you can use to clear space in your Outlook mailbox without deleting it. This article will discuss this problem and provide solutions to reduce the mailbox size.

Outlook’s basic plan offers 15 GB of free email storage. For Office 365 the basic plan offers 50 GB of email storage. The storage size limit changes whichever plan you have chosen. However, it is important to know the size limit of your mailbox. So that you know how you know how much data you can save. Most users don’t know the size of their Outlook mailbox. And face the problems of being led by large mailboxes. To avoid that, it is better to clean up the Outlook mailbox.

Deleting unnecessary Outlook items is a straightforward way to manage your large mailbox. But you don’t want to delete the data? Is there a way to reduce the size of Outlook mailboxes? If yes then how can these work? This will all be explained later in this article. So be patient.

Problems When You Have Large Outlook Mailbox

Outlook email storage is at its limit or large mailboxes are the cause of several issues. This will affect both your performance and the usability. Let’s see what issues occur due to this error.

• Suddenly Outlook closes after opening, freezes or crashes the program mid task, delays in loading emails, slow synchronization, and performance can happen.
• You no longer store emails and attachments in your application. It will take time to archive your emails as well.
• Issues like OST file reaching the maximum size and corrupt PST files can happen when a lot of emails are saved in the file.
• Due to the large mailbox, your email management efficiency will be reduced. This will make your important emails get buried with other emails.

So, because of the large Outlook storage you have to face many problems. In this situation, it is better to reduce Outlook mailbox size as soon as possible. So the above-mentioned issues will be solved and it will improve your work a lot. Now, let’s go through the methods to manage Outlook mailboxes.

Set Auto Archive in Outlook

An Outlook built-in feature allows you to automatically move your data to a more secure place separately from your Outlook mailbox. So that you can manage your mailbox and have the important emails. For this, you have to enable it by following the steps below.

1. In Outlook, go to the “File” option, then the “Options” button.
   
2. Click on the “Outlook Options” and select the “Advanced” button.
3. Choose the “Auto Archive Settings” and a configuration window will appear.
   
4. Set your configuration settings according to your need and click the “Age of items to archive”. Specify the location of the archive.
5. Apply this setting to all the folders and then click “OK” to save the settings.
   

After that, your data automatically archives and then reduces your mailbox. If you don’t want to archive the emails you can use the Outlook clean-up tool.

Outlook Clean Up Tool

In Microsoft Outlook, a clean-up tool helps you to reduce the large mailbox by removing duplicate messages. It only deletes the repetitive part of the email threads rather than deleting the complete emails.

1. Run Outlook on your device and go to the “Home” tab.
2. Click on the “Clean up” option from the Delete section.
3. Choose any clean-up option and confirm it by clicking “Clean Up”.
   

Hence, the option you select only will be removed and you have your mailbox reduced. But if there are no duplicate emails, then it is best to take a backup of your Outlook mailbox and save it to a different location, for this you can get the help of an automated tool.

Steps to Reduce Outlook Mailbox Size

1. Download your software and click the “Open” >> “Email Accounts” >> “Add Account” options.
   
2. Enter your Outlook email address, then press the “Add” button.
   
3. There all your data will be displayed on the screen. Preview your data.
   
4. Click on the “Export” option and then “PST” file.
   
5. Browse a location to store the file and click the “Save” button.
   

These steps will help you save your Outlook to PST and also clean up the large size of the Outlook mailbox.

Summary

Now, you don’t have to worry about deleting your data when your you have large Outlook mailbox. This article solved the problem of how to reduce Outlook mailbox size without removing it. Here, we discuss the issues you have got from the large size of the mailbox, then explain the three solutions you can use to clear up the mailbox.