But before starting the cleanup process, first we need to know how full your mailbox really is. Select Mailbox Cleanup. Go to the File option. Tip 1 Manage Sent Items When you send any emails to someone, then copy of your messages saved in the sent folder. So if you have old sent messages which are no longer need for reference then select all of them and delete them to free up your mailbox size. Note: Microsoft Outlook also provides an archive service that lets you save the older messages. This helps you identify items that you want to bring up within Outlook. Color adds visibility to your Outlook items so you can reference them quicker.

As you can see in the example below, it will color in your calendar event to the color you choose for that category.

For Outlook emails, you will have a column header that says Categories within your mailbox. In that column, you will see what color categories are set for each of the emails towards the right hand side. Note: This only affects accounts that use a Microsoft Exchange server, like Hotmail, live.

Advertisement Now that you know how much data your folders contain, you can prioritize which ones you clean up. This is very useful if you want to find mails with large attachments that you can either delete, or move from Outlook to a hard drive or cloud service. The standard Outlook search panel comes back with a list of mails that are at least 5 Link. For example, at 90 MB you might get a warning, at MB you might be unable to send email, and at MB how to clean out your outlook mailbox might be unable to receive email.

Here are some ways to keep your mailbox size under control: Archive older items — Move old items you want to keep to an archive. You can create a separate Outlook Data File. Categorization offers you the ability to identify your emails with colors.

This is a built-in Outlook feature that is quite easy to set up. Outlook offers 6 different colors you can rename into whatever category you need. How to set up email categorization In the home section of your Outlook app, select Categorization. Six colors will appear.

Rename your category according to preference by checking the box in front of a color and clicking Rename. Again, you will have to do this manually for every single message.

We recommend you categorize new emails immediately after reading them. Archive and delete old messages Another way of how to organize Outlook email is archiving and deleting old messages. Archiving is a way to get rid of old emails you might need in the future. Deleting emails means getting rid of them completely.

So, if you feel you how to clean out your outlook mailbox someday need a particular message, then we recommend you send it to the archive folder.

Consider: How to clean out your outlook mailbox

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4 Outlook Tips for a Tidy Inbox

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