There are some tools and strategies to assist with Outlook mailbox storage cleanup, especially if you use folders in your mailbox. That said, clean-up still requires time, so please allow yourself a couple of hours for this task (they do not need to be consecutive).
As a reminder here are UWindsor’s Outlook mailbox storage limits:
| Employee 1) |
Student |
Retiree |
Alumni |
| 10GB |
5GB |
1GB |
5GB |
| 1) Faculty/Staff/Sessional Instructors |
|
|
How to check your current storage amount:
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If your storage amount is higher than the quota for your user type listed in the table above, you will need to remove unused files and emails from your account. Outlook accounts that exceed the user type quota will not be able to send or receive emails. Below you will find options to reduce storage in your Outlook account.
How to review and remove emails and files from your Outlook Mailbox:
There are many ways to review your Outlook Mailbox to determine emails and files for deletion.
1) Review by Folders:
If emails stored in your Outlook Mailbox are sorted by folders you can use Outlook Web to clear old emails based on date. Learn how to clear old emails from specific inbox folders.
2) Use the Sort Tool:
Use the main headings in Outlook to sort your inbox and find specific emails or large attachments that are no longer needed in your inbox. Be sure to review both the “Focused” and “Other” inbox.
3) Sort by Date:
You can sort emails by date to get older emails on top and start reviewing and deleting those no longer needed. To sort “by Date” use the dropdown menu on the top right corner of your main mailbox. You can also click the “Received” category to sort your emails by date.
4) Sort by Name:
You can also sort emails by name and delete based on sender “From” (in your Inbox folder) or the recipient “To” (in your Sent Items folder).
Example, if you subscribe to a daily/weekly/monthly email, you can search by the sender's name or subject line to find and delete older unwanted issues.
5) Sort by Attachment:
You can also sort “by Attachments” to search and remove emails with large attachments (paper clip icon). If you have the file saved to your OneDrive or a SharePoint/Team, there is no need to keep the email version too.
6) Sort by Size:
You can also sort “by Size” to search and remove emails with large attachments (paper clip icon).
7) Find and delete Full Conversations:
You can also utilize the “Conversation View” when reviewing emails. Enabling the conversation view will show the entire email thread grouped together, allowing you to delete the full thread instead of individual emails.
8) Empty the Deleted Items and Junk Folders:
Items stored in the deleted folder continue to count against your storage quota until deleted. Be sure to empty this folder periodically. Emails delivered to your junk folder also count against your storage quota until deleted. Be sure to delete emails in this folder periodically. Right-click on the desired folder in the left menu and select “Empty Folder”
Other Outlook Mailbox storage management strategies:
- Archive Old Emails
- For older emails that are considered important and required for retention, but may not be needed frequently, you can use the Outlook “Archive" function.
- These emails will still be accessible and searchable but won’t take up as much storage space.
- Individuals requiring access to the archive function must submit a ticket for IT Services to review.
- Build good file-keeping habits
- Create folders within your inbox to save important emails.
- Set a weekly or monthly reminder to review Outlook to delete emails.
- Delete unnecessary emails after reading.
- Empty your deleted and junk folders routinely.