Helpdesk Baruch College

How to Use Mailbox Cleanup to Purge Your Outlook Folders of Rubbish

Mailbox Cleanup in Outlook is a set of tools developed to get rid of rubbish from your mail box. You can use it to assess the dimension of your mail box, clear out things immediately by dimension and date, as well as perform a few various other features. Lets go with them and also take a look.

First, you need to open up the device. Head to File > > Tools as well as click Mailbox Cleanup.

There are some devices offered, as well as we’ll begin by taking a look at the amount of information in your mailbox.

Evaluation the Size of Your Mailbox

Your Outlook mail box is comprised of folders– Inbox, Sent Items, Archive, and so on– as well as recognizing the dimension of the folders assists you see where all your emails are. To learn, click “View Mailbox Size.”

This opens the Folder Size home window, which reveals you the size of each folder. By default, it opens in the Local Data tab. Neighborhood information is the information that is stored on your computer system in your.pst and.ost data.

The columns reveal the folder’s name, dimension, as well as total dimension (which is the dimension consisting of any kind of sub-folders). The most effective part of this sight is that it reveals you folders you might not generally take into consideration, like the calendar. If you’ve got several years of visits and conferences demands, you can conveniently have a respectable portion of kilobytes in the schedule which you can tidy up by erasing old events.

If you intend to see the dimension of the folders on the mail web server, click the “Server Data” tab. The first time you open this tab, it might take a bit for the information to occupy. This is since Outlook is contacting the Exchange server, requesting for the data on your data (which is relied on the fly), and after that downloading and also displaying the outcomes.

Every subsequent time you open this tab, the information retrieval will be much quicker, since Exchange just needs to perform a difference evaluation and most folders don’t transform size that a lot. When the tab is packed, you’ll see the folder sizes on the Exchange web server. This may not coincide as the size in the Local Data tab because Outlook does not always download all messages to your computer.

As an example, on my Local Data tab the Total Size of the Archive folder is 116805 kb, but on the Server Data tab, the Total Size is 363399 kb– a difference of 246594 kb (265 MB). That’s a lot of mail not visible in the neighborhood information. What’s taking place?

By default, Outlook just keeps a particular amount of mail on your local client to make certain your e-mail does not take up way too much space. On computers with a hard drive larger than 64gb (which is a lot of them nowadays), Outlook will only keep emails from the in 2014 on your computer system. Older mails are kept the e-mail server, as well as you can access them. You can download the older mails, and transform this default if you wish to. Keep in mind that you can alter the default so that it downloads much less mail too, so if you’re battling for room, you could wish to transform the default from 1 year to 6 months (or much less).

(Note: This just impacts accounts that make use of a Microsoft Exchange server, like Hotmail,, O365, and also some corporate accounts. If you’re using Outlook to download mail from various other service providers like Google or Yahoo this setting is disregarded and also all mail is downloaded and install.)

Now that you understand how much data your folders consist of, you can focus on which ones you clean up.

Searching for Old or Large Mail

If you’ve got mail in lots of various folders, you can look throughout your entire mailbox for older or bigger mails.

This is really useful if you wish to find mails with huge accessories that you can either remove, or move from Outlook to a hard disk or cloud solution. As an instance, if you want to locate all mails over 5 MEGABYTES, you can en modification the “Find items bigger than” area to 5000 kb and after that click the “Find” switch.

The basic Outlook search panel returns with a checklist of mails that go to least 5 MB.

These outcomes only return emails, however you can transform the “Look” field to any type of details kind of file if you want to cast a wider net.

From the search results, you can open each of the e-mails and delete them or eliminate the accessories. Don’t fail to remember to save the attachments before removing or eliminating them if you require to save them.

Beginning an AutoArchive

You can set autoarchive parameters for each specific folder in Outlook, something we’ve covered prior to as part of a larger take a look at maintaining Outlook running efficiently. If you’ve set up autoarchive rules, you can kick them off in the Mailbox Cleanup by clicking the “AutoArchive” button.

This procedure swings via all of the folders in Outlook and uses any kind of auto-archive guidelines you’ve established. If you haven’t set any type of up then you may be bothered with striking this switch by crash, but don’t stress– the default autoarchive policy is to do absolutely nothing.

View as well as Empty the Deleted Items

If you like to “soft erase” your mail by moving them to the Deleted Items folder and you hardly ever empty it, this choice is for you.

Keep in mind: Some people like to utilize their Deleted Items folder as a sort of archive, tossing points in there and also never ever clearing the folder. This is not a great idea, due to the fact that there are plenty of methods you can empty the Deleted Items folder as well conveniently. Rather, if you require to keep a message, set up an archive!

Click “View Deleted Items Size” to see how much space your deleted things are occupying, after that take a deep breath as well as click “Empty.”

This will certainly remove all products from the Deleted Items folder. If that terrifies you then by all means take a moment to relocate any type of crucial mails into your Archive first, but you really should clear your erased products routinely as well as not utilize it as an archive.

View as well as Delete Conflict Mails

The final choice in Mailbox Cleanup is to remove dispute messages. These are emails that Outlook thinks dispute with an existing email since they have the same header information. Usually this is as a result of momentary syncing issues with the Exchange web server, and also you need to have the ability to remove these e-mails without an issue. To see if you’ve obtained any type of e-mails in the Conflict folder, click the”View Conflicts Size” switch to see a filteringed system variation of the Folder Sizes home window.

If there are any type of emails there, shut the Folder Size home window and after that click the “Delete” switch in the Mailbox Cleanup home window.

That’s the Mailbox Cleanup device. It’s not specifically showy, yet it’s reliable as well as valuable.

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