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Reducing Mailbox Size

We recommend all staff maintain their mailbox size and reduce it where possible by deleting emails and emptying deleted items.

Each mailbox has 10GB, if this is reached or almost full mailbox cache will clog up your PC and slow it down.

All Emails are saved in the email Archive so deleted emails are still retrievable.

To do a mailbox clean up go to file in the top left > Mailbox Tools next to "Mailbox Settings" > Mailbox Cleanup or you can click "Empty Deleted Items Folder".

After you press "Mailbox cleanup" choose to find items older than "x" number of days, or to find items larger than "x" amount of kilobytes, than click find.

Click "More choices" tab up the top, here you can choose what emails to find, once you have chosen what emails to find, click "Find Now" in the top right. Your emails will appear at the bottom.

To Delete all these emails, click on one email, hold "Ctrl" and press "A" on your keyboard to select all, then right click on an email and click "Delete". Your mailbox is now clean.

Mailbox Sync Issues

If outlook is not allowing you to send emails, and you are receiving notifications for a full inbox try:

  • Cleaning your inbox - all deleted items are still stored on the email archive.
  • Emptying your sent items folder
  • Emptying your deleted items folder
  • Clearing old events from your calendar

An easy way to prevent wasting space in your mailbox is enabling "Empty Deleted Items folders when exiting Outlook"

This will empty anything in your "deleted Items" folder each time you close outlook.

To enable auto empty deleted items:

  1. Select "File>Options


  2. In the popup select Advanced. Check the "Empty Deleted Items folders when exiting Outlook" box.

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If you are unable to receive emails, and your inbox is full, it may be syncing issues.

To check for Sync Issues

  • Select “File” on the top left of Outlook > Select “Cleanup Tools” > from the dropdown, select “Mailbox Cleanup…”

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  • Select “View Mailbox Size…”

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  • scroll to the bottom and find “Sync Issues” – If the sync issues are more than 1,000KB, they will likely be the cause of emails not sending.

Deleting Conflicts

  • Select “File” on the top left of Outlook > Select “Cleanup Tools” > from the dropdown, select “Mailbox Cleanup…

  •  Next to “Delete all alternate versions of items in your mailbox” select delete

This will open up space in your inbox and allow you to send emails.

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