Share via

Outlook not updating to the current storage usage

Wayne Wilusz 0 Reputation points
2026-05-22T15:48:56.43+00:00

Outlook is not updating the storage limits on my desktop version of email but does online. I've logged off and on and still no changes show. This is a business email i need help with ASAP

Outlook | Windows | Classic Outlook for Windows | For business
0 comments

2 answers

Sort by: Most helpful
Most helpful Newest Oldest
  1. Hani-Ng 11,650 Reputation points Microsoft External Staff Moderator
    2026-05-23T02:41:07.7266667+00:00

    Hi Wayne Wilusz

    Based on my research, this issue usually caused by outdated information being stored (cached) in your desktop Outlook client. Since the online version is correct, you can try to force the desktop app to clear its old cache and sync fresh data from the server.

    Manually Update the Folder (force a refresh of server settings)

    • In your Outlook desktop app, go to the Send / Receive tab.
    • Click on Update Folder > Wait a moment, then check your storage again by going to File (the storage bar is under Account Information).

    Refresh the Outlook Cache (rebuild its connection settings from the server)

    • Close Outlook completely > Open Control Panel on your computer, then find and click on Mail (Microsoft Outlook).
    • Click Email Accounts..., then double-click on your business email account > Uncheck the box for Use Cached Exchange Mode > Click Next, then Finish.
    • Restart Outlook > Check if the storage limit is now correct.
    • To restore performance, let's re-enable Cached Mode: Close Outlook, repeat steps 2-4, and this time re-check the box for Use Cached Exchange Mode. Restart Outlook again.

    Recreate the Outlook Data File (.OST)
    If the cache refresh doesn't work, your local data file might be the problem. You can try to delete it is safe for business accounts, as Outlook will automatically download a new, clean copy from the server.

    • Close Outlook completely > Press the Windows Key + R to open the Run box > Type %localappdata%\Microsoft\Outlook and press Enter.
    • Find the file named after your email address with a .ost extension (e.g., ******@company.com.ost) > Right-click on the file and Delete it.
    • Restart Outlook. It will take some time to re-download your mailbox, but this will ensure all settings are current.

    Create a new Outlook profile

    • Close Outlook > Go to Control Panel > Mail (Microsoft Outlook).
    • Click Show Profiles... > Click Add..., give the new profile a name, and follow the prompts to add your business email account again.
    • Once the new profile is set up, in the "Show Profiles" window, select "Always use this profile" and choose your newly created profile from the dropdown menu.
    • Click OK and start Outlook. It should now be using the fresh profile with the correct settings.

    User's image

    Since you are using a business email, if these steps do not resolve the problem, the next best step is to contact your company's IT department or Microsoft 365 administrator. They have access to administrative tools and can run server-side diagnostics or escalate the issue directly to Microsoft's support if needed.

    (I hope you understand that we're not Microsoft support, this is a user-to-user support forum. Moderators have no backend access and cannot directly intervene in Microsoft products. We provide only technical guidance and best-practice recommendations based on reported issues)

    I hope this information helps.

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

    Was this answer helpful?

  2. AI answer

    2026-05-22T15:49:06.7733333+00:00

    For business (work or school) mailboxes, Outlook on the desktop reads quota information from Exchange Online, but quota and storage status updates can take time to propagate and may not refresh immediately in the client.

    Use these steps to verify and work around the issue:

    1. Confirm actual mailbox usage online
      • Sign in to Outlook on the web with the same business account.
      • At the top of the page, select Settings > Account > Storage (or search for Storage in Settings).
      • Verify the current mailbox usage and confirm that it is now under the limit.
    2. Clean up mailbox from the server side Even if usage looks correct, further reducing server-side data can help force quota recalculation:
      • From Outlook on the web, go to Settings > Account > Storage.
      • Use the Clean up Mailbox options to permanently delete items (or items older than 3, 6, or 12 months) from large folders like Deleted Items, Junk Email, and Sent Items.
      • Make sure to empty Deleted Items after deleting messages, because items still in Deleted Items count toward the quota.
    3. Use archive mailbox or ask admin for more space
      • Move older items to the archive mailbox if one is available to reduce primary mailbox size.
      • If more space is required, contact the Microsoft 365/Exchange administrator and request a higher mailbox quota. Admins can adjust mailbox size limits according to the organization’s Exchange Online configuration.
    4. Allow time for quota to refresh
      • Quota and storage changes in Exchange Online can take time to propagate. After cleaning up or after an admin changes the quota, allow up to 24 hours for the updated status to be reflected consistently across Outlook desktop and web.

    If Outlook on the web shows the correct (under‑limit) usage and mail flow works there, but the desktop client still shows old quota warnings, the issue is typically transient and resolves after server-side cleanup and propagation.

    References:

    AI-generated content may be incorrect. Read our transparency notes for more information.

    Was this answer helpful?

Your answer

Answers can be marked as 'Accepted' by the question author and 'Recommended' by moderators, which helps users know the answer solved the author's problem.