If your mailbox is getting full you will be sent an email message to tell you that your mailbox is approaching the quota. If you do not reduce the size of your mailbox, you will be unable to send email, and you’ll receive an email that says “Your mailbox is over its size limit”. The email quota is set by the Microsoft Exchange administrator within your organization. In some cases, administrators may grant you more space if you contact them. You can also use the Personal Folders feature in Outlook to store Outlook items locally on your hard drive. Items in the Personal Folder do not count toward your quota.
Of course, it’s best to keep things tidy and clean out some of the things you’ll never need. To clean out your mailbox, follow these steps.
1. Check the following folders and delete everything that you don’t need to keep.
c. Sent Items
Sorting the items by Size may be helpful it ridding yourself of the files that take up the most space. Delete the messages that take up the most space first and you’ll make quicker progress.
Once you have identified items you can get rid of, highlight the items by holding down the Ctrl key and clicking each item with your mouse. You can select rows of items by holding the Shift key and clicking the first and last items in a list. Once the items you wish to remove are highlighted, press Shift and Delete together to permanently delete them from Outlook.
2. Delete everything in your Deleted Items folder. To do this, go to the folder, select the Tools menu and click on Empty Deleted Items.
If you are using Outlook 2003, look in the Large Mail folder (located under Search Folders) for emails you can delete. This shows you all large files in any folder in your mailbox, including those with big attachments. If you need to keep any of the attachments, save them elsewhere on your hard drive.