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How to Clean Up Outlook Mailbox? – Best Solutions

Published By Nilesh Kumar
Debasish Pramanik
Approved By Debasish Pramanik
Published On May 29th, 2024
Reading Time 6 Minutes Reading
Category MS Outlook

In daily life the emails are the integral part of our daily routine in this digital era. To manage our emails, Outlook is a popular email client which manages our emails efficiently. But your Outlook mailbox can be full due to long periods of usage and getting a large amount of email. The large file attachments, duplicate emails and junk files also may be the reason to make your outlook inbox. It may stop the new emails from coming into your mail account. To get the new mails you need to clean up Outlook mailbox.

You will see the best methods to free up Outlook inbox. Also the causes which make the storage full and their precautions that can help you to manage the storage of Outlook.  you will see all the manual methods that can help to do outlook mailbox clean up. So, do not skip a single word in reading.

Precautions To Take For Outlook Mailbox Cleanup

  • Firstly you can delete the unnecessary emails which are not in use to clean up outlook mailbox.
  • Manage the emails in folders according to their subjects and size.
  • Make Archive the important emails that you do not want to delete.
  • Unsubscribe from the newsletters who send emails regularly.
  • Make sure that your deleted items folder is empty or not. If it is not then make it empty.
  • Remove the large attachments from the emails after storing or downloading into your computer system hard disk memory.
  • Configure the Auto- Archive setting on your outlook mail account. This setting can remove or delete the emails on the basis of preference.
  • Make target to regular maintenance of your Outlook configured mail account.

Reasons to Clean up Outlook Mailbox

  • By reducing the size of the mailbox you can increase the speed of outlook performance.
  • Try to avoid reaching storage limits to prevent sending or receiving the emails.
  • Makes it easy to find and organize your emails by clean up mailbox outlook.
  • It reduces the risk of storing important information which is not needed.

Methods to Free Up Outlook Inbox

There are different methods that can clean up Outlook mailbox in an easy way. The manual methods given by technical experts are described in this article. You can use any of the method which are best according to your requirements.

#1. Square Out Outlook Inbox Using Mailbox Cleanup Tool

Step 1. Run Outlook on your computer system.
Step 2. Go to file option and then click on the Info icon.
Step 3. Select the Clean up Tool from the dropdown which is generated after selecting the Info icon.
Step 4. Do click on the Mailbox Cleanup option from the generated dropdown.
Step 5. Apply a time filter or size filter according to your need and press the OK button. It will show you the all shortlisted emails which you can delete.
Step 6. After applying the flag you can delete those emails easily and it will clean up Outlook mailbox.

How to delete the emails in Outlook

  • Do Right Click on flagged email.
  • Press the Delete button or select the delete option.
  • Press the Yes option to delete the flagged email permanently when Outlook generates the notification.

#2. Clean up Outlook Mailbox Using Junk Options

As we talked about the junk emails, these emails also occupy space in the inbox of your Outlook. These are not able to open and not occur in use. Sometimes the blocked sender email also stores in the junk folder. So, you need to free up Outlook mailbox. For which Outlook itself gives you the option to free up the space. You can easily use this method by applying this method.

Follow the given steps of outlook to fix this problem.

Step 1. Open the Outlook on your windows operating system.
Step 2. Go to the Junk option and press the left button of your mouse.
Step 3. Select the junk email options from the dropdown which is generated.
Step 4. Choose the Safe Lists option from the Options icon.
Step 5. Press the OK button to finish the task.

Your all junk files will be deleted permanently from the junk files folder and mailbox.

#3. Remove Unnecessary Attachments To Free up Outlook Inbox

  • Open MS Outlook.
  • Go to the folder containing your emails with attachments (e.g., Inbox).
  • Sort emails by the attachment column to find your emails with attachments to clean up outlook mailbox.
  • Open an email with an attachment, right-click on the attachment, and select Remove Attachment.
  • Save the attachment to your computer if needed before removing it.
  • Repeat the process for other emails with unnecessary attachments.

#4. Clean up Outlook Mailbox By Moving Emails to a PST File

  • Launch MS Outlook in your system.
  • Go to File > Account Settings > Account Settings.
  • Select the Data Files tab, click on Add, and create a new PST file.
  • Now, choose a name and save your PST file.
  • The file will appear in the outlook folder.
  • Select the emails which you want to move.
  • Drag and Drop selected emails within your new PST file.

Limitations For Using Manual Methods

  • It can be Time-consuming when it comes to clean up Outlook mailbox.
  • There is chance of Data loss, While deleting emails from manual conversion
  • It may not be efficient for handling large volumes of emails.
  • It may lack in advance analysis to find duplicate emails effectively.

Master Insights

We have discussed 4 manual methods to clean up outlook mailbox. These methods are best for five to ten emails to free up the mailbox. If you want to go the other way, you can consider Outlook Duplicates Remover, it is one of the advanced and intuitive choices for batch deleting duplicate items from MS Outlook. you can also go through this blog to get the reference on  Merge and Remove Duplicate Emails From Outlook

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FAQ (Frequently Asked Questions)

Q) How do I delete multiple emails in Outlook?

To select and delete consecutive emails, in the message list, click the first email, press and hold the Shift key, click the last email, and then press the Delete key.

Q) How often should I clean up Outlook mailbox?

It’s recommended to clean up your Outlook mailbox regularly, ideally every few months, to prevent clutter and maintain efficiency.

Q) Can I automate the cleanup process in Outlook?

Yes, Outlook offers some automation features such as rules and Auto Archive to help streamline your cleanup process.


By Nilesh Kumar

As a Chief Technical Writer, I know the technical issues faced by home and professional users. So, I decided to share all my knowledge via this blog. I love to help you with challenges while dealing with technical jargon.