Possible Methods to Reduce the Size of Outlook Mailbox

Is your Outlook mailbox full? You want to clean the access storage so go for this blog where you will find possible methods to keep your Outlook mailbox smaller and to work with full ease.

compress pst

Outlook is one of the commonly used email clients. It has several features that attract users but it also has the downside that Outlook has some storage limitations and when the storage limit exceeds, it becomes difficult for the users to work with PST file and to manage it. PST file has limitations for data storage (20 GB for Outlook 2007 & 2003 and 50 GB for Outlook 2010, 2013 & above versions)

Let us discuss with the solutions and the best way to reduce the size of mailbox of MS Outlook but prior to this, understand the problem & its consequences more clearly.

What is oversize PST file & what’s its consequences?

Oversize PST file means enormous mailbox size of Outlook which creates problem for users like Outlook crashing, hanging, freezing etc. Even the user can lose their data.

Due to the large size PST file, problems will arise like –

  • Corruption in PST file – Large size of PST file can corrupt the entire PST file. Outlook Archive feature can be used to avoid this.
  • Data Loss – Data losses issues can also be faced by users.
  • Slow Performance – Outlook sometimes starts not responding due to excess data in Outlook. Your Outlook may also get crashed in this situation.
  • Less productivity – When Outlook becomes slow, you are able to provide less output and faced problems in carrying out day to day tasks.

How to decrease Outlook mailbox size?

Method 1. Archive old emails of Outlook

You can simply move old emails of Outlook by Archive feature of MS Outlook. For this, open your Outlook application and follow the steps –

  1. Go to File tab and then on Info option
  1. Click on Tools option and click on Clean up old items

clean up old items

  1. An Archive wizard will open. Select Archive this folder and all subfolders Select the folder whom you want to archive.

select folders to archive

  1. Check the option Do not AutoArchive so that automatic archiving feature will not enable. Click OK.

check do not autoarchive

  1. Press the OK Button and wait for the process to complete.

Method 2. Compact Now

This method is also used to reduce PST file size. For this, below are the steps –

  1. Go to File tab in MS Outlook.
  1. Select Info and then Account Settings and again choose Account Settings

choose account settings

  1. Go to Data Files tab, choose settings and select the targeted file. Finally, hit the Compact Now

hit compact now

  1. Click OK and close.

Method 3. Mailbox Clean Up Tools

  1. Click on the File tab and after that click on Info
  1. Go to Tools option and select Mailbox Cleanup

select mailbox cleanup

  1. You will find multiple options like View mailbox size, find items older than, view deleted items size, find items larger than and many more options. You can pick any of the options as per your requirements.

Note: Manual solutions are good ways but are associated with some limitations.

Time-consuming – Manual methods take more time plus it cannot be handled without technical skills. Novice users find difficulty in handling manual solutions.

Data loss issues – If the manual methods are not executed with proper attention there may be chances that users may lose their data.


Method 4. Professional Tool

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Softaken Compress PST Tool is an expert solution that deals with large PST files without any losses. The tool deals with every size PST file and is a trusted solution taking a short time period. No harm to the files will be made with this application. You can compress multiple PST files at a time using the application.


Reducing large size mailbox is quite tough for users but with the above solutions, a user can easily reduce Outlook data file size. In the above article, manual solutions and automated solution are given for users to work in a secure and risk-free manner.