How do I manage/cleanup my Outlook mailbox?

Best practices to keep your mailbox clean

Are you getting weekly or even daily messages warning that you're about to run out of mailbox space? Employees are granted 1.5GB of mailbox storage for business use on the Northwood email server, and students are granted 50GB of mailbox storage in the cloud.

Here are 6 helpful tips and a video tutorial for you to utilize in cleaning up Outlook 2016 to make for a more enjoyable user experience. With these tips, reducing clutter from your inbox will free up space have Outlook running far more efficiently.

Check the total size of your mailbox to get an idea of how “dirty” or “clean” the way you organize emails is. 

Open Mailbox Cleanup by going to File » Section Info » Button Cleanup Tools » Mailbox Cleanup, then click View Mailbox Size. The resulting window that is displayed will tell the Size (without subfolders) and the Total Size (including subfolders) of your mailbox.

The Clean Up command is a quick and effortless way to reduce redundant emails. A “Conversation” in Outlook is essentially an email thread starting from the first email sent out down to the last reply.

When you hit the “Clean Up” button, messages that are already contained within one of the replies are deleted, thus reducing redundant messages. This feature can reduce your inbox messages by 35% quickly and efficiently without deleting anything you might need. Microsoft recommends keeping under 5,000 messages.

Your sent folder is a copy of every message you’ve ever sent. If you’ve got old sent messages you no longer need for reference, delete them to free up room. 

Information Technology utilizes Proofpoint, which is an enhanced email monitoring software tool, that better protects your Northwood University inbox from spam, malware, and viruses. This tool also places junk emails and advertisements in a “Low Priority Inbox” folder.

TIP: Learn more about Proofpoint

Everything just deleted winds up in this folder. Deleting them here will get rid of these messages permanently, finally giving you the space you need! The process to empty the Deleted Items folder is the same as emptying other folders, simply right-click and select “Empty Folder”.

To keep an inbox free of clutter, consider organizing your attachments (anything from images and videos to documents and spreadsheets) by saving them to your share drive or OneDrive instead of keeping them in Outlook. Deleting messages with attachments after you’ve saved what you’ve needed (and no longer need the email message for reference) is key to freeing up room as new messages come in and keeping an organized computer.


Article ID: 82942
Thu 7/11/19 4:48 PM
Mon 10/28/19 4:08 PM