Microsoft 2019 Outlook for Small and Medium Business Office is full, and the capacity of mail documents is not reduced after transfer.

Question

Outlook mail is full, and the document is transferred to the archive, but the capacity of the original mail is not reduced.

Answer 1

Hi @亨 国

Welcome to our forum!

It sounds like the emails are being archived but not removed from the original mailbox. Here are some steps to ensure your mailbox size decreases after archiving in Outlook for Mac:

1. Verify Archive Settings:
   • Ensure that the emails are being moved to the archive and not just copied. Go to Outlook > Preferences > General and check the settings for archiving.
2. Manually Delete Emails:
   • After archiving, manually delete the emails from your mailbox. Select the emails, right-click, and choose Delete.
   • Empty the Deleted Items folder to permanently remove the emails.
3. Compact the Database:
   • Outlook for Mac doesn't have a direct option to compact the database like the Windows version. However, you can rebuild the database to optimize it.
     • Close Outlook.
     • Open the Microsoft Database Utility by holding the Option key while starting Outlook.
     • Select your profile and click Rebuild.
4. Check Server Settings:
   • If you're using an IMAP or Exchange account, ensure that the server settings are configured to remove emails from the server after archiving.
   • Go to Outlook > Preferences > Accounts, select your account, and check the server settings.
5. Use Online Archive:
   • If your subscription supports it, enable the Online Archive feature to manage storage more effectively. More information: Use your online archive with Outlook for Mac - Microsoft Support 

Hope it helps.

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