How to Reduce Outlook Mailbox Size? – 4 Quick Solutions

Sometimes Outlook Mailbox is heavier by the send and receive emails. So, we need to reduce Outlook Mailbox size to avoid aby data loss and mismanagement in future. In this section, we discover about the how to reduce Outlook Mailbox size. That is why because some Microsoft Outlooks have a maximum size limit. So, it is essential to maintain the Outlook Mailbox size.

As you use Outlook daily, your Mailbox becomes full of old emails, large attachments and unmanaged messages. This will slow down the performance and prevent the new emails for being send or received. This will exceed your storage limit. So, it is important to know the methods to reduce Outlook Mailbox size. Let’s read this article to know the benefits of reduce Outlook Mailbox size. And also, to explore the simple and practical method to clean up an Outlook account. This will free up the space and keep your inbox running smoothly. 

Benefits of Reduce Outlook Mailbox Size

There are various benefits of reduce Outlook mailbox size are as follows-

• Increase the Outlook Speed: When your Mailbox is smaller in size, it runs more smoothly. It allows you to load faster and will spend less waiting time. Overall, when you reduce Outlook Mailbox size, it will boost the Outlook speed.
• Quicker Email Search: Whn ther is fewer emails to scan then the Outlook search function become significantly search faster. It will give more accurate search results. Ot help you to find what you need without any frustration.
• Avoid hitting the storage limit: Most of the Mailbox can have a limited size limit. So. reduce Outlook Mailbox size helps you to stay in the limits and avoid any hassle in receiving or sending emails.
• Save Local and Server Space: Large Mailbox can hide the important data on your device. By reducing the size, you can free up the space and keep your system running smoothly.
• Safer Maintenance and Easier Backups: Smaller Mailboxes are easy to backup, organize and manage. It will ensure data security, reduce the data loss risk and safer maintenance.

Methods to Reduce Outlook Mailbox Size

Here we explains some methods to reduce the Outlook Mailbox size are as follows-

 Method 1: Use Mailbox Cleanup Tool (No Need to Delete Emails)

You can reduce the size of your Outlook Mailbox using the Mailbox Cleanup Tool without deleting the important data. Let’s look at the step-by-step process:

1. Open Outlook and go to the File > Info > Tools.
2. Then, click on Mailbox Cleanup Tool.
3. Click View Mailbox Size… to see the size of each folder.
4. Use options like: Find items older than x days, Empty, deleted items folder and view or empty conflict folder.
5. These actions help reduce the overall size of your PST file.

 Method 2: Use “Compact Now” to Shrink the PST File:  This method compresses the data files to save space without deleting any data. Steps to follows-

1. Delete unwanted items (especially from Deleted Items).
2. Right-click Deleted Items in the Navigation Pane and choose Empty Folder.
3. Go to File > Account Settings > Account Settings.
4. Under the Data Files tab, select your PST file and click Settings.
5. Click Compact Now to reduce the file size.

 Method 3: Archive Old Messages: Move the older emails to the separate archive folder to free up the space in your main Mailbox. Here are steps to archive old emails are as follows-

1. Go to File > Info > Cleanup Tools > Archive.
2. Choose Archive this folder and all subfolders.
3. Select the folder you want to archive (e.g., Inbox).
4. Choose a date, emails older than this will be archived.
5. Optionally include items marked “Do not Auto Archive”.
6. Click OK to start archiving.

Professional Method to Reduce Outlook Mailbox Size

Use the Yota PST Converter Tool is an instant and effective way to reduce the size of your Outlook mailbox. Instead of manually deleting emails or using complicated cleanup tools. You can use this software to convert your bulky Outlook PST files into smaller and more manageable formats.

Additionally, you can export emails, contacts, and calendar data to other file types like PDF, MBOX, EML. This will also migrate directly to cloud accounts like PST to Gmail or IMAP. It also supports contact conversion to VCF and calendars to ICS, keeping your data organized and accessible. With features like file repair, password-free access of Outlook, and the ability to work without Outlook installed. It is a powerful all-in-one solution to clean up and manage Outlook data efficiently. This tool is perfect for users of Outlook 2021, 2019, 2016, and older versions.

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Steps to Reduce Outlook Mailbox Size by Automated Tool are as follows-

1. Download and install the PST Converter Tool on your Computer.
2. Add your Outlook PST file using the Choose File or Choose Folder Option.
3. Select the data emails, contacts and calendar you want to convert.
5. Choose the desired format like MBOX, EML, or PST.
6. Start the conversion to reduce the mailbox bulk and free uo the Outlook Space.

That’s it! with the use of the professional tool to convert the data into the desired file format and save locally you can easily reduce the Outlook mailbox size.

The Bottom Lines

We have now reached the end of this article on how to reduce Outlook mailbox size. In this section, we explore various effective methods, including manual solutions and the suggestion of a professional PST converter. You can choose the solution according to your needs. Each approach serves different purposes, whether you are looking for a quick cleanup or long-term mailbox management. We hope you find this blog information useful and can confidently choose the method that works for you, keeping your mailbox managed for better performance and a hassle-free Outlook experience.