How to Clean Up Outlook Email to Free Up Space? Get Best Methods

Most users clean up Outlook email to maintain organization. It prevents clutter and improves efficiency. Moreover, it becomes easier to search for important emails. Also, it reduces storage usage and prevents reaching quota limits. However, users cannot figure out the proper ways to clean Outlook. So considering this user problem we have come up with an easy working manual and a professional way. Keep reading the blog till the end so that at the end of the blog you can easily clean your Outlook. But before that, let's have a quick overview of the topic. Outlook is an email client developed by Microsoft. Moreover, it is part of Microsoft’s cloud services. Further, it lets you send and receive emails, and manage calendars, contacts, and tasks. Also, Outlook integrates with other Microsoft products like Word, Excel, PowerPoint, and OneDrive. Now, let’s talk about what users need to accomplish this process.

Why Do Users clean up Outlook email?

Every user has different types of reasons to delete the unwanted email from the outlook. Here are some of them.

• Keep the inbox organized and manageable.
• To prevent exceeding storage limits and to save space.
• Enhance Outlook’s speed and responsiveness.
• To make finding important emails quicker and simpler.
• Minimize the risk of exposure to spam attacks.
• To focus on relevant emails and tasks without distractions.

These are some of the reasons. Now, let us move further and start discussing how can we accomplish this process.

How to Clean Up Outlook Email?

In this section, we'll cover how to clean up Outlook. We’ll explore various manual methods and one professional method. Manual methods can be complex for some users, which we’ll address later. The professional method involves using an automated tool to streamline the process. We’ll go through both approaches in detail, starting with the manual methods.

Delete Unwanted Outlook Emails Manually?

Method 1: Clear Mailbox Option

To quickly free up space, use the Clear Mailbox option in Outlook Web Access. This will delete all emails and messages, including those in the deleted items folder. Here’s how:

1. Go to Outlook Web Access.
2. Now, click the Gear icon.
3. After that, select Layout.
4. Lastly, click Empty Mailbox.

Note: This action is permanent. Archive or move any important emails before using this option.

Method 2: Delete Unwanted Outlook Emails with PowerShell

You can use a PowerShell script to clean up your Office 365 mailbox:

• C:\> Get-MailboxFolderStatistics -Identity TRedmond | Format-Table Name, ItemsInFolder, FolderSize

Be careful: Once emails are deleted, they cannot be recovered, and all forensic signatures will be removed.

Method 3: Archive Old Emails

Create space by archiving outdated emails:

1. Open Outlook and go to your inbox.
2. Select the emails you want to archive. Use the Command key for multiple selections.
3. Now, Right-click and choose Move > Other Folder.
4. After that, select Archive and click OK, or drag the emails to the archive folder.

You can then delete these emails from your inbox.

Method 4: Delete Unnecessary Attachments

To save space by removing large attachments:

1. Open Outlook and type “hasattachments:true” in the search bar.
2. Download any necessary attachments by right-clicking and selecting Download, or remove unwanted attachments by right-clicking and choosing "Remove Attachment."

Repeat as needed to clear large attachments.

Method 5: Organize Folders and Subfolders

To better manage your emails:

1. Open Outlook, right-click on your mailbox or an existing folder and select New Folder.
2. Now, name the new folder and click OK.
3. After that, move emails by selecting them, right-clicking, and choosing Move.

To set up rules for automatic email organization:

1. Go to the Home tab, click Create New in the Quick Steps group, and configure your action.
2. Now, click Finish.

For additional rules:

1. Go to File > Manage Rules and Alerts.
2. Now, click New Rule, choose a template, and click Next.
3. After that, set conditions and actions, then click Finish.

Method 6: Use Advanced Search and Filters

To find and delete specific emails:

1. Open Outlook and click on the search bar.
2. Now, click on the Search Tools tab and select Advanced Search.
3. After that, set search criteria (eg…sender, date, attachments).
4. Lastly, delete the emails you want to remove.

These methods will help you efficiently clean up and organize your Outlook mailbox. However, as you see these methods are very complex and without the technical skills, it is difficult for the user to execute the process. So the professional recommends using an automated tool for this process. So let's talk about it.

Professional Method to Clean Up Outlook Email

Aryson Email Eraser is a safe and effective tool for cleaning up your email. Moreover, it allows you to delete large numbers of unwanted emails quickly while keeping the ones you want. Further, this software helps you manage overloaded mailboxes by removing unread and unnecessary emails, all while protecting your data and privacy. Now, let us explore the steps to use this tool.

Steps to Remove Office 365 Emails

1. Get the Aryson Email Eraser tool and install it on your device.
2. Now, open the tool and choose either Single or Batch Mode.
3. After that, select your email account as Office 365 and input your credentials. 
4. Click the Login button to view the mailboxes of your email account.
5. Now, choose the Inbox of your email account and click the Next button.
6. Configure the settings for cleaning up your mailbox.
7. Lastly, click the Delete button to remove the selected email items from your Inbox.

Here are the easy steps to use the tool. Apart from this, this tool also provides you with some unique features which are mentioned below.

• Permanently delete all emails from multiple accounts at once.
• Allows you to bulk-delete emails with attachments to reduce email bounces.
• Improves your email account’s performance by removing unnecessary emails.
• Works with Gmail, Yahoo, IMAP, Office 365, Zoho, Hotmail, and other email accounts.
• Removes emails and attachments from personal, business, and all types of email accounts simultaneously.
• Offers filters like Date Range, Subject, Attachments, and From to help you delete unwanted emails.

You can use all of its features by using the free demo version which is available for this tool.

Conclusion

clean up Outlook email helps maintain organization and improve efficiency. Manual methods, such as archiving and deleting attachments, can be complicated but effective. For a simple solution, consider using Email Eraser. This tool allows you to quickly delete unwanted emails and attachments, improving the performance of your mailbox. Try the free demo to explore its features and choose the best method for a cleaner, more efficient email experience.