Running out of space in Microsoft Outlook can be a hassle. Here's a guide with platform-specific instructions to help you manage your mailbox on Windows, Mac, Online (OWA), and Mobile by deleting old emails and using Outlook's built-in tools.
Archive Old Emails
There are two options for archiving in Outlook: The Outlook Archive folder organizes emails, while the Online Archive provides extra storage space. The Online Archive is a Microsoft 365 feature that stores emails in the cloud.
- Outlook Archive - see this help article from Microsoft on it's use
- A default folder in Outlook, similar to Sent Items and Deleted Items
- Used to organize emails
- Doesn't provide extra storage space
- Items can be moved to the Archive folder from the Inbox or other folders
- Items can be deleted or moved from the Archive folder
- Online Archive - must be added to your account. See this help article from Microsoft on it's use. If interested, submit a ticket to Pitt Digital to request Online Archive
- A separate cloud mailbox that stores emails
- Provides additional mailbox storage
- Can automatically move older items to the Online Archive to clear up space in the Inbox - requires applying an archive policy
- The initial archive size is 100 GB, but can be increased to 1.5 TB
- The archive can be accessed by signing into Outlook on the web
- The archive appears alongside the primary mailbox in Outlook on the web
Note: The Online Archive isn't accessible on mobile apps. You'll want to use a desktop Outlook client or
My Pitt Email.
Sort Your Emails by Size for Deletion
Sorting emails by size helps you identify large messages that can be deleted to free up space.
- Windows:
- Open the desired folder (like Inbox).
- Go to the “View” tab, select “Arrangement”, and choose “Size”.
- Mac:
- Click the “Organize” tab, select “Sort By”, and then choose “Size”.
- Online:
- Click “Filter” above the message list, choose “Sort by”, and select “Size”.
- Mobile:
- Use the search bar with
size:5000000 to find emails larger than 5MB.
Use the Clean Up Tool
The Clean Up tool helps remove redundant emails from conversations.
- Windows:
- Open the folder, go to the “Home” tab, click “Clean Up”, and select the option you prefer.
- Mac:
- This feature is not available on Mac Outlook.
- Online:
- This feature is also not available in the online version.
- Mobile:
- Not available on mobile; use a desktop for this feature.
Empty the Deleted Items Folder
Make sure to empty the Deleted Items folder to free up space.
- Windows & Mac:
- Right-click on “Deleted Items” and select “Empty Folder”.
- Online:
- Right-click on “Deleted Items” and choose “Empty”.
- Mobile:
- Go to “Deleted Items”, tap “Edit”, select emails, and tap “Delete”.
Manage Attachments
Removing large attachments can significantly reduce email size.
- Windows:
- Open an email, right-click the attachment, and choose “Remove Attachment”.
- Mac:
- Open an email, click on the attachment to select it, and press “Delete”.
- Online:
- Open an email, hover over the attachment, click the trash icon.
- Mobile:
- Open an email, tap the attachment, look for options to remove or save elsewhere, then delete it.
Regular Maintenance
Set reminders to regularly review and clean your mailbox.
- All Platforms: Schedule a time each week or month to sort through emails, delete unnecessary ones, and manage storage to keep your mailbox organized and efficient.
By following these tips, you can efficiently manage your Outlook mailbox and ensure you have space for new and important messages. Stay organized to enhance your productivity!