Outlook Mailbox Size Not Reducing After Archive? Solve It Fast

Even after successfully archiving the older emails, the user’s Outlook mailbox size not reducing after archive. As a result, it may appear that archiving was not successful. Don’t worry. This article explains what’s causing the error and how to fix it with simple steps. Along with the manual techniques, we will also talk about a dedicated Cigati PST Splitter Tool. The tool will help split the PST files into smaller ones, reducing the mailbox size. Let’s proceed further and understand every section in detail.

Why Is Outlook Archive Not Reducing Mailbox Size?

Before figuring out the solutions, first understand that Outlook offers two archive methods. One method moves the emails to a built-in archive folder, where the overall mailbox size doesn’t change. The second method moves the emails to an external PST file, effectively reducing the mailbox size. 

The Outlook mailbox may appear full after archiving due to the following reasons:

• Deleted Items and Junk folders aren’t clear yet. Emails are still present there.
• Certain folders were not archived because of incorrect archive configuration.
• MS Outlook does not reduce the file size until the data file is manually compacted.
• Large attachments were not archived because they didn’t meet the archive criteria.
• A corrupted or damaged Outlook profile could have disrupted the archive process.

Challenges Encountered When Outlook Mailbox Becomes Oversized?

When the mailbox size exceeds its capacity, the user may face performance, usability, and data integrity issues. Listed below are the common problems:

• Outlook performance issues: Slow or delayed send or receive operations, Outlook search failure, unexpected crashes, etc.
• Problems with Data Management: Unable to compose emails, the AutoArchive function may fail, and chance of data corruption.
• Security and Compliance Risks: Delayed or lost important email communication or hindrance in meeting retention policies.

Also Read: How to Split PST File without Outlook

How to Fix the “Outlook Mailbox Size Not Reducing After Archive” Issue?

One can address the issue using a range of solutions. Below, we have listed all the solutions with detailed steps. Read through and select the most appropriate one for your case.

Method 1: Restart Outlook to Refresh Mailbox Size

Because of Caching, Outlook may not display the updated mailbox size immediately. But restarting Outlook can help refresh the data and update the mailbox size accurately. 

Perform the instructions given below to update Outlook:

1. Make sure that MS Outlook is completely closed.
2. After some time, reopen the Outlook application and save the recent changes.
3. Now, click on Files > Tools > Mailbox Cleanup.
4. Then, tap on View Mailbox Size and check the details.

Method 2: Compact the Outlook Data File 

The Outlook archive does not reduce mailbox size even after archiving or deleting emails. Therefore, one needs to manually compact the file to reduce its size. 

Follow the steps below to compact the file:

1. Open the Outlook application and head towards File > Account Settings.
2. Then, go to Account Settings, in the Data Files tab, select the Outlook PST or OST data file.
3. Now, click on Open File Location and then close Outlook.
4. Navigate to the File Explorer, right-click on the desired .pst or .ost file, and select Properties.
5. Tap on the Advanced button and click on Compact Now to start the process.

Method 3: Manually Check for Large Attachments

Why is my Outlook mailbox full after archiving? This could be due to many reasons. Emails with large attachments may not be archived if they don’t meet the desired criteria. These emails can consume a lot of storage space even after archiving. Manually reviewing and removing large attachments can reduce the mailbox space.

Consider these steps to start the process:

1. Open Outlook and select the folder that you want to review.
2. Now, head to the View tab and select Arrange By > Size.
3. Check and review large emails with attachments. Right-click on the attachment and choose the Save As option. 
4. Save the attachment locally on your computer. Now, you can either remove the email or only the attachment.
5. This will reduce the mailbox size effectively.

Method 4: Expert Tool to Fix Outbox Mailbox Size Not Reducing After Archive

The Cigati PST Splitter Tool is a practical solution for handling oversized Outlook PST files into smaller, more manageable segments. It supports both single and multiple PST files and allows users to split files based on size, date, sender’s email ID, or folders. The tool ensures data integrity throughout the process and also gives users the flexibility to avoid oversized storage by skipping duplicate emails. Additionally, users can protect their split files with a password and save them to their preferred location. This makes the PST Splitter an essential tool for improved Outlook performance and avoiding file corruption.

Follow the simple steps if Outlook Archive Not Reducing Mailbox Size:

1. Download, install, and run the tool as an administrator.
2. Now, click on the Add File option and choose the PST file that you want to split.
3. After selecting the PST file, click on Open > Next.
4. Expand the tree-like structure, select the files, and choose the criteria on which you want to split the files.
5. Click Next and choose the split options as per your needs.
6. After that, select the path to save the file and click on the Split button.

Conclusion

Above, we have covered everything you need to know to fix the Outlook Mailbox Size Not Reducing After Archive error. Both manual and expert-recommended solutions have been explained in detailed steps. Try the manual solutions if your Outlook is working properly. However, if Outlook is unresponsive, use the expert tool Cigati Outlook PST Splitter offers powerful and advanced features. Through this article, we’ve aimed to provide complete and useful information to resolve the problem.

You May Also Read: Archive Mailbox is Almost Full

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