How to Reduce Outlook Mailbox Size Without Deleting in Easy Steps

Summary: This detailed write-up will guide you through the solutions to reduce Outlook mailbox size without deleting any data. We will explain easy-to-perform methods so that you can solve all your problems regarding large and complex Outlook mailbox sizes. There is also a professional solution that consists of an optimum PST Compress software so that you can shift to the automated approach if you face any difficulty while performing the manual methods. Download Now   Download Now

MS Outlook is a cloud-based service that provides virtual space to store all your data files and important information in the form of Outlook data files. Well, if you have been using Outlook for a very long time, the Outlook files get oversized and create numerous difficulties with time. Sometimes, it’s problematic to use Outlook because of its hanging and frequently corrupted files that cause low productivity and other frustrating issues. But don’t worry; we are here to solve all your problems; read this informative blog to the end and decrease Outlook mailbox size without deleting any data from your Outlook account.

04 Best Methods to Reduce Mailbox Size of Microsoft Outlook

There are various methods that can help you to solve the problem of complex and oversized Outlook files. Here, we have described some of the most efficient of them, so without any delay, let us get started.

Method 1: Use the Mailbox Cleanup Tool to Reduce the Mailbox Size of Outlook without Deleting

Through the Outlook feature Mailbox Cleanup Tool, you can reduce the size of Outlook PST files. Perform the procedure below to reduce mailbox size in Outlook.

1. Open the Outlook application. 
2. Go to Files >> Info >> Tools.
3. Select Mailbox Cleanup Tool.
4. By selecting the “View Mailbox Size…” button, you can see the size of your current mailbox.
5. To lessen the size of the Outlook data file and mailbox, enter the number of days to find the older emails and remove them.
6. To minimize the size of the PST file, you can also empty deleted items folder, View Deleted Items Size, View Conflicts Size, or Empty Conflicts.
7. By doing so, you can decrease the mailbox size of Outlook.

Method 2: Use the Compact Now Feature to Minimise Outlook Mailbox Size

It is another feature facilitated by MS Outlook to compact large PST files so that you can reduce Outlook mailbox size without deleting any information. Follow the descriptive steps mentioned below to perform this procedure.

1. From the Outlook inbox, delete the undesired items.
2. Open the Folder list in the Navigation Pane.
3. Create empty folders by right-clicking the “Deleted Items” folder in the Navigation Pane.
4. Go to File and select Account Settings>Account Settings.
5. Choose an account and select the PST files under Data Files > Settings > Compact Now.
6. By doing so you can reduce the size of your PST file.

Method 3: Reduce Outlook Mailbox Size Using Archive Older Messages

Again, using Outlook, you can achieve messages you regularly need to free up space. So if you like to use this method, follow the steps below.

1. Go to File> Info.
2. Select Cleanup Tools from the menu. 
3. Opt for the Archive option and you will find an Archive tab.
4. Select Archive this folder and all subfolders options. Here, you also need to choose the file or folder you want to archive.
5. Examine the choice to Archive the files you do not wish to be included in automated archiving; include items with “Do not Auto Archive” checked.
6. Finally, click the OK button to complete the process.

Method 4: Reduce Outlook Mailbox Size-A Professional Solution

Aryson PST Compress software is the ultimate tool to compress the Outlook mailbox file size. It is highly efficient in reducing the large size of PST file mailboxes with 100% accuracy. The software also fix “Outlook mailbox full after deleting” issue by compressing Outlook PST file. This software can easily compress PST files without Outlook, which you can access in all versions of Outlook 2016 and subsequent versions. 

Follow the steps below to minimize Outlook mailbox size:

1. Download and Install the Aryson PST Compress Tool.
2. Use the Select Files option to browse PST files with a large mailbox size.
3. The software displays the Outlook PST file preview.
4. Choose the folders that you need and then hit the Next button.
5. Select the Compress options based on your needs.
6. You can also use the built-in features provided by the software such as Remove Duplicate Items etc.
7. Click the Start Compression button to reduce the Outlook mailbox size.

Conclusion

In the above context, we have explained the various methods to reduce the Outlook mailbox size. This covers various manual methods that can assist you in reducing Outlook mailbox size. However, they contain numerous problems that can affect the data integrity of your emails and other information. Hence, it is not suitable for non-technical people. In that case, we advise you to use a professional solution to reduce Outlook mailbox size.

FAQs

About The Author:

Rohan Wiese

Rohan Wiese is a Technical Writer at Aryson Technologies. He is an expert Email Forensic, Cloud Computing, and a passionate nerd with over 10 years of experience in technical content writing. He writes about Cloud Migration, Database Recovery, Email Backup, Windows, Mac, and Tech.

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