How to Reduce Outlook Mailbox Size without Deleting Emails?

Most users opt for the Outlook application to send and receive emails, and their mailboxes can become heavier over time. A bulky mailbox can make Outlook slower to open and search. Also, some email services, like Microsoft 365, have a maximum size limit for your mailbox. So, it is necessary to reduce Outlook mailbox size by deleting unnecessary emails.

Moreover, you can also opt for the Cigati PST Compress Tool to keep it at a reasonable size. It helps Outlook work smoothly and ensures you don’t run into storage problems. If you get a message saying your mailbox is too big, you can try deleting emails and folders to free up space.

However, if you use an Outlook Data File or Offline Outlook Data File to store your emails, that file may not automatically become smaller, even if you delete stuff from it. It means you may have to do something extra to reduce its size.

Need to Reduce the Mailbox Size of Outlook

Reducing the mailbox size in Outlook is essential for a few simple reasons:

• Faster Outlook Performance: A smaller mailbox makes Outlook open and works faster, allowing you to access your emails and folders with less waiting time.
• Easier Email Search: With a smaller mailbox, searching for specific emails becomes quicker and more efficient. You can find what you need without sifting through a bulk of messages.
• Avoiding Size Limits: Many email providers, like Microsoft 365, set limits on mailbox size. By reducing your mailbox size, you must ensure not to exceed these limits, preventing issues with receiving new emails.
• Preventing Storage Problems: If your mailbox becomes too large, it can consume a lot of space on your computer or email server. By managing the size, you avoid running out of storage and encountering problems with sending or receiving emails.
• Backup and Maintenance: Smaller mailboxes are easier to back up and maintain. Regularly managing your mailbox ensures your important emails are safely stored and reduces the risk of data loss.

Here are some possible reasons to reduce the size of Outlook Mailbox. Now, we’ll learn the different ways for the same.

Also Read: Outlook Mailbox Size Limit Exceeded

How to Reduce Outlook Mailbox Size Using 4 Simple Methods?

We have different solutions for reducing the mailbox size of the Outlook application. You just need to put your entire focus on learning the following approaches.

Method 1: Opt For The Mailbox Cleanup Tool

• Launch the MS Outlook application on your local screen.
• After that, navigate to the Files tab > Info button > Tools option.
• Then, choose the Mailbox Cleanup Tool.
• By picking the “View Mailbox Size…” button, users can view the size of their current mailbox.
• To minimize the size of your Outlook data file and mailbox, type the number of days to search for the previous emails and delete them.
• To reduce the size of the PST file, users can also empty the removed items folder, View Deleted Items Size, View Conflicts Size, or Empty Conflicts.

Method 2: Through Compact Now Feature

• First, open the Outlook inbox and delete the unrequired items.
• After that, launch the Folder list under the Navigation Pane.
• Then, right-click the Deleted Items folder to create the empty folders under the Navigation Pane.
• Now, move to the File tab and choose the Account Settings button > Account Settings option.
• Afterwards, select the account and choose the PST files in the Data Files tab > Settings option > Compact Now.

With the help of the above procedure, you can also minimize the size of your Outlook mailbox.

Method 3: Use the Archive Older Messages

• Navigate to the File tab > Info button.
• Choose the Cleanup Tools from the menu bar.
• Go with the Archive option, and users will get an Archive tab.
• Choose Archive this folder and all subfolders options. Here, users can also opt for the file or folder they want to archive.
• Evaluate the Archive of the files you do not wish the option must be included in automated archiving. It consists of items with “Do not Auto Archive” marked up.
• At last, click on the OK button to finish the process.

Method 4: Minimize the Outlook Mailbox Size Instantly

Cigati PST Compress Tool is standalone and comprehensive software. It helps users to reduce Outlook mailbox size without deleting their necessary data. In fact, it is highly efficient in minimizing the large or heavy PST data file size mailbox items with maintaining 100% accuracy. Apart from that, this wizard is also available to compress attachments along with emails. Now, we would like to discuss the working of this program. It will clear all your doubts.

Steps to Reduce the Mailbox Size of Outlook:

• Download and run the PST Compress Tool.
• Opt for the Select Files option to upload PST files with a bulky mailbox size.
• The wizard shows the Outlook PST data file preview.
• Select the folders you want and then click the Next button.
• Choose the Compress options accordingly.
• At last, click the Start Compression button to minimize the Outlook mailbox size.

End Words

Here we have reached the end and would like to end up this blog. We have gone through multiple stages and hope you got enough information. Moreover, we discussed the best ways to reduce Outlook mailbox size. You can opt for any of them.

You May Also Read: Outlook Mailbox is Full

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