Returning to the office after several weeks of vacation often requires a little time to regain all of your habits. Besides the shock of coming back to reality, you also very often have to deal with an email box full of messages that you don’t really know what to do with. While most are too dated to have retained an interest, others simply don’t apply to you.
If this sounds like you and your inbox is on the verge of exploding, it’s time to do some sorting in your inbox. While most email services have built-in tools to help you clean up, not all of them are as simple and efficient as Gmail.
Read also : Six tips to free up space on your Gmail inbox
Faced with Microsoft’s webmail, it is quite difficult to know where to start. In the following lines, you will discover all the best practices for emptying your inbox and freeing up space on your storage.
1. Check the remaining storage space
While the information is easily accessible at the bottom of a Gmail inbox, figuring out how much storage space is left in Outlook takes a bit of practice.
For information, click on the icon of a toothed wheel to deploy the Settings, and click View all Outlook settings.
Then go to the section General and go to the menu Storage. Outlook should display a preview of the occupancy level of your email storage space.
2. Make a vacuum from the storage assistant
Outlook’s storage manager allows you, if you wish, to completely empty certain folders in your inbox: junk mail, deleted items (in the trash, but still present), in your inbox, etc.
For unimportant folders, such as junk or deleted items, you can for example choose to empty them quickly by clicking on the button Empty. You can then choose to delete everything, or to delete the elements according to their age.
3. Delete the largest emails
What could be more effective in freeing up space in your inbox than by deleting the largest messages?
To do this, first filter the display of your messages by size. Click on the button Filter, then in the section Sort, choose from Sort by size.
Outlook will then display messages (with attachments) first, considered to be Gigantic. Manually select the messages you want to delete (or click on the check mark displayed next to Inbox to select them all) and click Remove then on okay.
To free up space on your inbox storage, don’t forget to empty the trash containing the messages you deleted.
4. Delete recurring, oldest, or certain senders messages
To make room in your mailbox, you can also search for emails from certain senders (newsletters, press releases, etc.) to delete them all at once.
To do this, click in the field Search and deploy the Outlook advanced search engine by clicking on the arrow.
The different options displayed in this search engine will allow you to quickly display all the messages received from a particular sender, including one or more keywords or specific objects (by copying and pasting a recurring sentence, for example example), with or without an attachment, or to search for emails received over a specific period.
Once the search results match your needs displayed, you can select all the messages at once (or individually if you want to keep some), in order to Remove.
Again, once all the messages have been deleted, don’t forget to empty the trash to make them permanently disappear from your inbox and free up space in the storage allocated to your email.
5. Create rules
The ultimate step in preventing unnecessary inbox clogging, rules. Outlook, like any email, lets you create rules that automate certain tasks for you as soon as a new message arrives in your inbox.
Rather than wasting time manually deleting some sample messages that you receive, you can have Outlook do it for you.
To create a new rule, click on the star wheel to display the Settings and choose toView all Outlook settings.
Then enter the section Mail, then click on the Rules.
Then click on Add a new rule. Give your rule a name, select a condition and fill it in, and choose the action Outlook should take.
You can, if necessary, add other actions or, on the contrary, add an exception. Then validate your rule by clicking on the button Record.
From now on, all messages arriving in your inbox and corresponding to the rule defined in your rule will undergo the fate chosen in the action of your Rule. It is also possible to apply the rule to messages already received, which will allow you to immediately put them aside.
In our example, all incoming messages with the subject line “newsletter” will be automatically deleted.