Outlook Mailbox Full – Clear Storage and Archive Emails

Clear Mailbox Storage and Archive Emails

1. Capture the Error Message (Recommended)

If possible, take a screenshot of the mailbox storage warning or error message you are seeing. This can help with troubleshooting if additional assistance is needed.

Outlook mailbox notification stating “Your mailbox is 94% full."

2. Review and Delete Unwanted Emails

Scan your mailbox and delete emails you no longer need, such as:

  • Old messages
  • Messages with large attachments
  • Sent items that are no longer required

Note: IT cannot delete emails or manage mailbox content for users. This step must be completed by you.

3. Permanently Delete Recently Removed Emails

Deleting emails alone may not immediately free up mailbox space. You must also remove items from the deleted items recovery folder.

  1. Open your Deleted Items folder in Outlook.
  2. Select the link labeled Recover items recently removed from this folder.
  3. Select the items you want to permanently delete.
  4. Choose Purge selected items, then select OK to confirm.

After completing the steps above, allow a few minutes for your mailbox storage status to update.

 

If your mailbox is still full after completing these steps, submit a Service Request and include the screenshot, if available.

Once your Service Request has been reviewed, the IT Systems team will create an Archive folder for your mailbox, if needed. You will be notified once this has been completed.

After the Archive folder has been created:

  1. Restart or refresh Outlook.
  2. Locate the Archive folder under your UTRGV email account.
  3. Manually move emails into the Archive folder as needed.

Note: Emails are not moved automatically. Archiving must be completed by the user.

If you need assistance locating the Archive folder or following the steps above, contact the IT Service Desk for support.

Print Article