How Can I Clean Up My Outlook Mailbox Without Losing Data

admin | March 10th, 2021 | MS Outlook

How can I clean up my Outlook mailbox” is one of the most asked queries from most of the Outlook users. Basically, If you are using an Outlook email client then after a certain period of time you will reach the limit of your mailbox storage. But due to a lack of knowledge, you do not know how and from where to start to clean up the Outlook mailbox? Then this blog is definitely for users like you.

Generally speaking, there are no single methods provided by Microsoft Outlook that help you to clean up the Microsoft mailbox. So, after considering the limitation of Microsoft Outlook we are going to discuss a set of methods that can easily clean up your Outlook mailbox effectively.

In addition, there are also technical benefits of cleaning up your Outlook mailbox, like a clean mailbox has a much faster loading speed, less clutter in your search result, and also gives you better productivity.

Manual Techniques to Clean Up Outlook Mailbox

In this section, we are going to discuss some manual tips and tricks that will easily full fill the query of how can I clean up my Outlook mailbox. But before starting the cleanup process first we need to know how full your mailbox really is. So to get an overview of the total size of your Outlook mailbox follow the mentioned steps

In Outlook 2010 2013 2016

  • First, go to the File menu
  • Now, go to section Info >> button Cleanup Tool.
  • Select Mailbox Cleanup.

In Outlook 2019

  • Go to the File option.
  • Now, go to section Info>> Tools

Once you know the file size of your mailbox then you have a good overview of how big the folder is and how to start the mailbox cleaning process.

Tip #1 Manage Sent Items.

When you send any emails to someone, then copy of your messages saved in the sent folder. So if you have old sent messages which are no longer need for reference then select all of them and delete them to free up your Outlook mailbox size.

Note: Microsoft Outlook also provides an archive service that lets you save the older messages.

Tip #2 Remove Junk Emails

If you want to clean up your mailbox space, then always clear your junk email folder from Microsoft Outlook. So, to delete items from the junk email folder simply select the junk emails folder option and right-click and select Empty Folder.

Tip #3 Empty the Deleted Items Folder

In Outlook everything you delete is wind up in the deleted item folder. And If you are not removing items from the deleted folder regularly, then it will consume your mailbox space. Always remember to delete your deleted item folder and the process of emptying is the same as the junk folder.

Tip #4 Download Attachment to your Computer

Email attachments are one of the major factors which consume most of the space in your mailbox. So to keep an inbox free of clutter, then start organizing your attachments by saving them to on your computer local folder instead of keeping in them in Outlook.

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If you have a large number of attachments saved in your Outlook and you are getting a problem while saving process, then you can try Outlook Attachment Extractor Tool. This tool is a blend of advanced features with a straightforward user interface that helps both technical and non-technical users to save multiple attachments from Outlook to their local system or folder. Also, the software supports Outlook PST, OST, MSG, and BAK files.

Note: To know the Working Step CLICK HERE

Tip #5 Remove Duplicate Items from the Mailbox

Duplicate items in the mailbox are one of the main culprits that are responsible for filling your mailbox and make it oversized. So, it is important to delete your duplicate items from Outlook. Duplicate item in Outlook creates various problems like slow processing speed, software freezing, and sometimes Not Responding Issue. So it is very important to delete duplicates from the Outlook mailbox and to delete duplicate items from Outlook you can use the Microsoft inbuilt option that is known as the Clean Up tool. By deleting duplicates from your mailbox can reduce the size of the mailbox by approx. 35%.

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We said above duplicate items are the main culprits in increasing the size of a mailbox or also we suggest a Microsoft Outlook inbuilt utility to delete duplicates. But Clean Up utility is not guaranteed you that it will remove all the duplicates from your Outlook mailbox. So, if you want a surety while removing duplicates from Outlook, try an automated solution i.e., Outlook Duplicate Items Remover. This tool is a combination of advanced features and an easy user interface that helps both technical and non-technical users. The software is capable to remove duplicates from Outlook items such as email, contacts, calendars, tasks, journals, and notes and support Outlook PST, OST and BAK files.

Conclusion

As we said above how can I clean up my Outlook mailbox is one the most asked and searched queries from Outlook users. Because an oversize mailbox can affect your Outlook application and data various manners like in some cases you may encounter data corruption or program freezing issue and these issues will definitely affect your workflow. So, it is very important to clean up your Outlook mailbox from time to time to improve your workflow or your application productivity. Therefore, in this article, we have discussed some tips that will surely help you in order to clean up your mailbox in Microsoft Outlook.