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If you’re accessing Outlook from Exchange, another way to reduce the Outlook mailbox size is to move Outlook items to your Personal Folders. If available, one option is to view and delete multiple versions of items in our mailbox.Ģ.

Depending on your archive settings (see Archive Older Messages below), you can also run an AutoArchive.Next, pick the options to Find older or larger items that you can delete directly from the results to clean up the Outlook mailbox size.Only look at the Local Data tab cleanup changes you make will automatically take place on the server as well. When connecting to Exchange, you’ll see a Local Data and Server Data tab. This is a great way to target which folders are the biggest contributors to your large mailbox so you can clean these up first. First, choose the View Mailbox Size option, which scans the size of your mailbox and all of the subfolders.In Outlook, choose File > Info > Cleanup Tools > Mailbox Cleanup. The best place to start is to open the Mailbox Cleanup tool.

The following steps apply to Microsoft Outlook 2021, Outlook 2019, and Outlook 2016: 1. Reducing the size often improves performance.Ĭaution: Before starting these steps, take the time to back up your Outlook.pst file (stand-alone version), which is usually found under the Outlook Files folder in Documents. And you can still clean up your Outlook mailbox size if you are running Outlook as a stand-alone (POP3) version. However, it’s still a best practice to reduce the number of items in Outlook for simpler organization and faster search. Note: With the move in many organizations from Exchange Server (local/network) to Exchange Online (cloud/Office 365), the following steps will be less important as storage space is dramatically increased. Try these tips for a faster, more organized approach to keep your mailbox smaller and easier to work with. Is your mailbox full? Are you getting weekly or even daily messages from your system administrator saying you need to reduce the Microsoft Outlook mailbox size? This can lead to a lot of wasted time cleaning up your mailbox.