KB: Deleting Large Attachments From Outlook

You may on occasion receive a warning message from the server advising that your mailbox is approaching its quota limit. THESE MESSAGES SHOULD NOT BE IGNORED. Upon receiving this email, you will need to tidy your mailbox and delete emails you no longer require. One of the quickest and easiest ways of doing this and bringing your mailbox down to a more manageable size is to delete emails with large attachments. The instructions below will guide you along the process:

1. First we need to find out which folder(s) are the largest, to do this, right click on the mailbox in question, it will say “Mailbox – <your name>”

OutlookLargeFiles_Step1

Then click on Properties for “Mailbox – <your name>”

2. This will bring up a window similar to this

OutlookLargeFiles_Step2

Select Folder Size

3. You will see the following window

OutlookLargeFiles_Step3

Select Server Data

4. You will now be able to see the folders within your mailbox and the corresponding size. The larger the number, the more it contains.

OutlookLargeFiles_Step4

5. Make a quick note regarding which folders require your attention.

6. Close the open windows and navigate to the folder that you noted down in step 5. Once the emails are on the screen, you will be able to see the following

OutlookLargeFiles_Step5

7. Right click where it says Newest on top

OutlookLargeFiles_Step6

Select Size

8. Your emails will now be displayed in size order

OutlookLargeFiles_Step7

9. You can now proceed to review those messages and delete any that are not required any more.

10. Work your way through the folders from step 5.

11. When you have finished, remember to empty your deleted items

OutlookLargeFiles_Step8

Select Empty “Deleted Items” Folder

12. This should now bring your mailbox down to a more manageable size.

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