Outlook has a “Delete All” command for any folder. If you are using a third party Junk E-mail filter which places the Junk Email messages into a folder of their own, you’ll probably won’t have the “Empty Folder” right click option but need to use “Delete All” instead. Once you’re done, you can easily empty the folder by right clicking on the folder and choose “Empty Folder”. If so, you can move these to the appropriate folder. Scroll through this folder one last time to make sure that there aren’t any still needed e-mails in it. Cleaning this folder is nearly as quickly as emptying the Deleted Items folder. Unfortunately, nowadays everybody needs a Junk Email folder. Instead of pressing DELETE use SHIFT+DELETE to delete the message permanently. This one is easy you wanted to get rid of it? Well, do get rid of it! Right click the Deleted Items folder and choose “Empty Folder”.ĭo you sometimes want to skip the Deleted Items folder and get rid of the mail straight away? Inbox, Sent Items and other mail folders.I will handle the clean up process in the following order I always start with the easiest folders and the folders where I can delete the most. So now that we’ve got a good view of how big the folders are and how we can identify large mails, it’s time to clean up. Message Size column shown in the Single Line layout. You can do this on the View tab via the Reading Pane or the Layout button.
It is recommended to use the Single Line Layout instead and disable the Reading Pane or setting it to the bottom while cleaning up based on size.
In Outlook 2013, 2016, 2019 and Office 365, hovering on the item will not display a tooltip. If you are using a multi-line layout in Outlook 2007 or Outlook 2010 (which is the default), you’ll see the size of the message when hovering on the message with your mouse as well.Ī tooltip revealing the message size in Outlook 2007. You’ll now see the “Size” column in your Outlook view when you are using the Single Line Layout.
If the “Size” field is not visible yet in the right list named “Show these fields in this order”, select it in the left list name “Available fields” and press the Add button. In the Customize View dialog press the “Columns…” or “Fields…” button. To see how big the individual messages are, you might need to add the “Size” column to your view. To see your current sync settings in Outlook 2013, 2016, 2019 and Office 365 use:įile-> Account Settings-> Account Settings…-> double click on your Exchange account.Ĭlick here if you are not familiar with sizes in “bits and bytes”. However, when you use Outlook 2013, 2016, 2019 or Office 365 and have the Sync Slider set to not sync all your mail from your mailbox, then take a look at the Server Data tab instead as otherwise you’ll miss the amount of data which is only kept on the server. You only have to 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 a Server Data tab. 
Overview of folders in the mailbox and their sizes.
In the window that is being displayed now, you’ll see an overview of your mailbox folders and their sizes. To get an overview of the total size of your mailbox and each individual folder you can open the Folder Size dialog įile-> section Info-> button Cleanup Tools-> Mailbox Cleanup…įile-> section Info-> Tools-> Mailbox Cleanup… Add-ins to help process emails and attachmentsīefore starting with cleaning up, you’ll first need to know how “dirty” your mailbox really is. General tips to keep your mailbox small. In addition to having that “cleaned up” feeling, there are also technical benefits to having a tidy mailbox such as faster loading of Outlook, less clutter in your Search results and quicker backup ups since the mailbox to backup is now smaller. While there is no single “holy grail” method in storing your emails, the strategy used for cleaning up your mailbox effectively are much more generic and can be used for pretty any storage method you use. Are you reaching the limit of your mailbox storage quota or simply want to get rid of some clutter in your mailbox but don’t know where to start? This is the guide for you!
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