Running out of space in Outlook can stop you from sending emails, and managing your mailbox storage is the key to fixing this. If you’ve ever seen that dreaded “mailbox full” message, you know how frustrating it is when you can’t send or recieve important emails. Learning how to get more outlook storage doesn’t require technical skills, just a few smart steps to clean up and optimize your account.
Your Outlook mailbox has a limit, and hitting it can freeze your workflow. Whether you use Outlook for work or personal email, storage fills up fast with attachments, old messages, and clutter. This guide walks you through practical ways to free up space and keep your inbox running smoothly.
Why Outlook Storage Gets Full Quickly
Outlook storage limits vary by provider. For Microsoft 365 accounts, you get 50 GB of mailbox storage. Free Outlook.com accounts offer 15 GB. Once you cross that limit, sending and recieving stops until you clear space.
Common culprits include large email attachments, thousands of old messages, and the Deleted Items folder that never gets emptied. Sent items and junk mail also pile up fast. Understanding where your storage goes is the first step to fixing it.
Check Your Current Storage Usage
Before you start cleaning, see how much space you have left. In Outlook desktop app, go to File > Account Settings > Account Settings. Double-click your email account, then click “More Settings” and go to the “Advanced” tab. Look for “Mailbox Size” or “Folder Size.”
In Outlook on the web, click the gear icon, then “View all Outlook settings.” Go to “General” > “Storage.” You’ll see a breakdown of what’s using space. This helps you target the biggest offenders.
How To Get More Outlook Storage
Now you know where your storage is going. Here are the most effective methods to reclaim space. Follow these steps in order for best results.
Empty The Deleted Items Folder
Deleted items still count toward your storage until you permanently remove them. Right-click the “Deleted Items” folder and select “Empty Folder.” In Outlook on the web, click “Deleted Items” and then “Empty folder” at the top.
Don’t forget to check the “Recoverable Items” folder too. In Outlook on the web, scroll to the bottom of the Deleted Items folder and click “Recover deleted items.” Select all and permanently delete them. This can free up several gigabytes.
Remove Large Attachments
Attachments are the biggest space hogs. Search for emails with large files. In Outlook desktop, use the search bar and type “hasattachments:yes” then sort by size. In Outlook on the web, search “hasattachment:yes” and filter by size.
Download any important attachments to your computer or cloud storage, then delete the email. You can also save attachments directly from the email without keeping the message. This alone can free up 20-30% of your storage.
Use the Cleanup Tools
Outlook has built-in cleanup features. In the desktop app, go to File > Tools > Mailbox Cleanup. This shows you folder sizes, lets you find items older than a certain date, and helps you empty the Deleted Items folder automatically.
In Outlook on the web, go to Settings > View all Outlook settings > Mail > Clean out. You can set rules to auto-delete old emails or move them to archive. Set a rule to delete messages older than 6 months to keep storage under control.
Archive Old Emails
Archiving moves emails out of your main mailbox but keeps them searchable. In Outlook desktop, select the folder you want to archive, then go to File > Info > Cleanup Tools > Archive. Choose a date cutoff, and Outlook moves older emails to an archive file.
For Outlook on the web, you can create a new folder called “Archive” and manually move old messages there. Or use the “Archive” button to move emails to the archive folder automatically. Archived emails don’t count toward your mailbox limit.
Reduce Sent Items Storage
Your Sent Items folder can be huge. Delete old sent messages, especially those with attachments. You can also set Outlook to not save sent items for certain accounts. In Outlook desktop, go to File > Options > Mail, and uncheck “Save copies of messages in Sent Items folder.”
Be careful with this setting. Only disable it if you don’t need a record of sent emails. Alternatively, set a rule to auto-delete sent items older than 30 days. This keeps your sent folder lean.
Clear Junk Email Folder
Junk email takes up space too. Empty your Junk Email folder regularly. In Outlook, right-click the folder and select “Empty Folder.” In Outlook on the web, click “Junk Email” and then “Empty folder.” Do this weekly to prevent buildup.
You can also adjust your junk email filter to catch more spam. Go to Settings > Mail > Junk email and set the filter to “High.” This sends more unwanted emails to junk, but check it before emptying to avoid losing legitimate messages.
Use Outlook’s Storage Management Add-Ins
Third-party tools can help manage storage. Add-ins like “Clean Email” or “Mailstrom” scan your inbox and bulk delete old messages, large files, and duplicates. These tools are available in the Outlook Add-in store.
Install one from the “Get Add-ins” button in Outlook. Most offer free trials. They automate the cleanup process and save you time. Just be sure to review what they delete before confirming.
Prevent Future Storage Problems
Once you’ve freed up space, keep it from filling up again. Small habits make a big difference over time. Here’s how to maintain a healthy mailbox.
Set Up Auto-Archive Rules
Outlook can auto-archive old emails. In the desktop app, go to File > Options > Advanced > AutoArchive Settings. Set it to run every 14 days and archive items older than 6 months. Choose a destination folder for the archive file.
In Outlook on the web, you can create inbox rules to move old emails to an archive folder. Go to Settings > Mail > Rules. Add a rule that moves messages older than 60 days to your archive folder. This runs automatically.
Use Cloud Storage For Attachments
Instead of sending large files as attachments, upload them to OneDrive, Google Drive, or Dropbox and share a link. Outlook now integrates with OneDrive, so you can insert a file as a link instead of an attachment. This saves massive space.
When you recieve an email with a large attachment, save it to cloud storage and delete the email. Your mailbox stays clean while you keep access to the file. This is the single best habit for storage management.
Regularly Review And Delete
Set a monthly reminder to check your storage. Spend 10 minutes deleting old emails, emptying folders, and clearing junk. Use the Mailbox Cleanup tool to see which folders are largest and target them.
Delete newsletters and promotional emails you don’t read. Unsubscribe from lists that clutter your inbox. A clean inbox not only saves storage but also improves your productivity.
Advanced Options For More Storage
If you’ve cleaned everything and still need space, consider these advanced options. They involve changing your account or using external tools.
Upgrade Your Microsoft 365 Plan
Microsoft 365 Business Basic gives you 50 GB of mailbox storage. Business Standard and Premium also offer 50 GB. If you need more, consider the Exchange Online Plan 2, which provides 100 GB of storage.
For personal accounts, Microsoft 365 Family or Personal gives you 50 GB. Free Outlook.com accounts have 15 GB. Upgrading to a paid plan is the simplest way to get more storage without cleaning.
Use An Email Client With Local Storage
Outlook desktop app stores emails locally in a PST or OST file. You can move this file to an external drive to free up server space. In Outlook, go to File > Account Settings > Data Files. Select your file and click “Open File Location.”
Copy the file to an external hard drive, then change the data file location in Outlook settings. This moves old emails off the server but keeps them accessible on your computer. Be aware that you won’t be able to access them from other devices.
Export Emails To A PST File
Exporting old emails to a PST file removes them from the server but saves them locally. In Outlook desktop, go to File > Open & Export > Import/Export. Choose “Export to a file” and select “Outlook Data File (.pst).”
Select the folders you want to export and choose a location. Once exported, you can delete the original emails from your mailbox. This frees up server storage while keeping a backup on your computer.
Common Mistakes To Avoid
When trying to free up storage, people often make mistakes that waste time or lose data. Avoid these common pitfalls.
Don’t delete emails without checking if you need them first. Use search filters to find important messages before bulk deleting. Also, don’t forget to empty the Deleted Items folder after deleting. Deleted emails still count toward your limit until they’re permanently removed.
Avoid using third-party cleanup tools that ask for your password. Only use trusted add-ins from the official Outlook store. Some tools may delete important emails or expose your data.
Don’t ignore the Junk Email folder. It can hold hundreds of megabytes of spam. Empty it regularly, but check for false positives first.
FAQ: Common Questions About Outlook Storage
How Do I Check My Outlook Storage For Free?
In Outlook on the web, click the gear icon, then “View all Outlook settings.” Go to “General” > “Storage.” You’ll see a bar showing used and available space. In the desktop app, use the Mailbox Cleanup tool under File > Tools.
What Happens When Outlook Storage Is Full?
You won’t be able to send or recieve new emails. You’ll see a “mailbox full” error message. You can still read existing emails, but you must free up space before sending or recieving again.
Can I Increase Outlook Storage Without Deleting Emails?
Yes, you can archive emails to a PST file or upgrade your Microsoft 365 plan. Archiving moves emails off the server but keeps them on your computer. Upgrading gives you more server space without deleting anything.
How Long Does It Take To Free Up Outlook Storage?
It depends on how much you need to clean. Emptying the Deleted Items and Junk folders takes seconds. Removing large attachments can take 10-20 minutes. A full cleanup might take an hour, but you’ll see immediate results.
Does Outlook Automatically Delete Old Emails?
No, Outlook does not auto-delete old emails unless you set up rules. You can create auto-archive rules in the desktop app or inbox rules in Outlook on the web to move or delete old messages automatically.
Final Tips For Keeping Storage Under Control
Managing Outlook storage is an ongoing process. Set a weekly reminder to empty your Deleted Items and Junk folders. Monthly, review large attachments and old conversations. Use the cleanup tools Outlook provides.
Consider switching to a lighter email client like Thunderbird if you don’t need Outlook’s full features. Thunderbird stores emails locally and doesn’t have server limits. But for most people, the steps above are enough to keep storage in check.
Remember that storage limits exist for a reason. They keep email servers fast and reliable. By keeping your mailbox clean, you not only avoid the “full” message but also improve your email performance. Start with one step today and build from there.
If you follow this guide, you’ll never have to worry about running out of space again. The key is consistency. A few minutes each week saves you from hours of cleanup later. Now go ahead and free up that storage.