Storage and archiving emails

Outlook mailboxes are not intended to be used as file storage.

Managing your mailbox helps improve Outlook performance, reduces clutter, and ensures important emails are retained securely. This guide is for all UQ staff, including IT support teams assisting others.

Free up space in Outlook

'New' Outlook (Web/Desktop)

1. Open ‘New’ Outlook.
2. Click the ‘Settings’ icon.
3. Select ‘Accounts’, then ‘Storage’.
4. From here, you can:
   • View folder sizes (e.g. Inbox, Sent, Deleted)
   • Delete large or old emails (sort by size or date)
   • Empty Deleted Items and Junk folders with one click

Save attachments locally before deleting.

'Classic' Outlook (Windows Desktop)

If you're using the legacy desktop version of Outlook, here's how to clean up your mailbox manually:

Step 1: Sort and review large emails

• Go to your Inbox or other folders
• Click ‘View’ > ‘Arrange By’ > ‘Size’. This helps you find large emails quickly.

Step 2: Delete unnecessary emails

• Right-click and delete old or large emails
• Save attachments locally before deleting the message.

Step 3: Empty Deleted Items

• Right-click the ‘Deleted Items’ folder, then select ‘Empty Folder’.
• Repeat for junk email if needed.

Step 4: Archive older emails (optional)

• Go to ‘File’ > ‘Tools’ > ‘Mailbox Cleanup’.
• Use ‘AutoArchive’ or ‘Manual Archive’ to move older items to a local PST file.

Save a copy of your mailbox (export to PST)

'New' Outlook export tool

1. Click the ‘Settings’ icon.
2. Select ‘Files’, then ‘Export’.
3. Click ‘Get started’.
4. Select folders to export.
5. Name your PST file and choose a destination. You can add an optional password.
6. Click ‘Export’.

You'll receive an email when the file is ready.

'Classic' Outlook

1. Go to ‘File’ > ‘Open & Export’ > ‘Import/Export’.
2. Choose ‘Export to a file’ > ‘Outlook Data File (.pst)’.
3. Select folders and save the file locally.

Keep your emails safe and compliant

• Use UQ-approved storage for long-term retention.
• Avoid storing sensitive data in personal folders.
• Deleted emails can be recovered for up to 30 days, depending on policy.