Outlook and archive file sizes
This post is designed to help you to understand how you can minimize your unnecessary data in Outlook, this will benefit your Outlook performance by minimizing existing archive files, it can also help reduce the data usage on your exchange account, and reduce the need to repeatedly backup large unnecessary data.
https://www.youtube.com/watch?v=aGYj1V2E4Ng (obviously their service desk would prefer to not receive your calls)!
We are not exactly saying you should delete every email you have and remove all attachments those emails contain but if you can remove any extremely large emails that are not required it’s all helps.
If you have any problems viewing this video you can also see some similar tips to locating large emails below;
From Outlook, locate the Search Folders folder from the folder list on the left, right-click “Search Folders”, and click “New Search Folder…” Alternately, press Ctrl+Shift+P to bring up the New Search Folder interface.
Select Large Email (under the section organizing mail)
Select a size of email to filter for, I would recommend starting at about 4mb which is 4,000kb.
This will let you see a list of emails in size order (within your search folders), from here you can delete any unnecessary emails or even remove attachments (right click and select “remove attachment”). Please be aware that these emails will only end up in your recycle bin (deleted items) folder, don’t forget to empty that by right clicking it and selecting “Empty folder”.