Fix the Error – Outlook Mailbox Size not Reducing after Archiving

Why Does Outlook Mailbox Full After Archiving?

In Outlook 2013, 2016, 2019, and 2021, the maximum PST file size is 50 GB. In Outlook 2010 and 2007, the maximum PST file size is 20 GB. This means that if you try to export a PST file that is larger than the maximum size, the export process will fail. But when an offline Outlook data file (PST) reaches the mailbox size limit, Outlook will not be able to send or receive new messages.

Therefore, to resolve these types of issues, users can try to reduce the mailbox size by moving or deleting older mail items. However, it is possible that deleting or moving mailboxes will not resolve the issue or the size of Outlook mailbox will not be reduced after archiving. In some cases, the error message “Outlook mailbox full” may still be displayed even after removing mail items.

Best Methods for Outlook Mailbox Size does not Decrease after Archiving

There are various methods for resolving or fixing the issue related to the size of the Outlook Mailbox not decreasing after archiving. You are free to choose either the manual or the professional methods. Let’s discuss the manual methods first.

Method 01: Compress PST File When Outlook Data File is Full

Microsoft Outlook has a built-in feature to compact Outlook data files (PST). This can help you free up storage space by removing unused space from the file. Compacting a PST file can also help to fix the “Outlook Mailbox Size not reducing after Archiving” error. For compacting all the PST files, follow these steps:

1. Start MS Outlook and click on the File option. Then, select Account Settings.
2. Click on Data Files and select all those PST files that are associated with the email profile from the list.
3. After that, double-click on Settings >> Go to Advanced.
4. Now, tap on the Outlook Data File Settings… option.
5. At last, click on the Compact Now button.

This method will remove all the free space from the PST File of Outlook and overcome the size of the PST File.

Method 02: Archive the Outlook Mailbox Data

Before performing this process, you must ensure that MS Outlook is not connected to the Exchange Server. Archiving Mailbox Data is another best method to fix the Outlook Mailbox not freeing up after an archive.

Archive Data in Outlook 2013, 2016, and 2019

1. Run MS Outlook.
2. Click on File >> Info.
3. In Outlook 2013: click on Cleanup Tools section >> Archive.
4. In Outlook 2016/2019: click on File >> Info and then Tools.
5. Now, choose the Clean up old items >> Archive this folder option.
6. In the Archive Items older than section, select a date.
7. Select all the folders that you want to archive by clicking on Browse.
8. Check the box that has “Do not AutoArchive” checked, Archive individual items excluded from automatic archiving, and then click OK.

Archive Data in Outlook 2010

1. Run MS Outlook.
2. Click the File option and choose Cleanup Tools >> Archive.
3. Select Archive this folder and all subfolders, then choose all those folders that you need to archive.
4. After that, open Archive items in the older section and specify a date.
5. Browse the saving location for the resultant file.
6. Check Include items with the “Do not AutoArchive” button.
7. At last, click on the OK button.

Method 03: Fix Outlook Mailbox Still Full After Archiving by Using the Import/Export Feature

The Import/Export feature helps to fix the Outlook Mailbox size that is not reducing after archiving. Let’s know the step-by-step working of this method:

Step 01: Create a New Outlook PST File and Migrate the Data

1. Run the MS Outlook application.
2. Click on File and go to Settings >> Account Settings.
3. Now, click Data Files and then the Add option.
4. After that, write the name of the new PST File name and Click OK.
5. The newly created PST file will be shown in the Data files.
6. Move all the required data to the newly created PST file.

Step 02: Migrate PST File Locally

1. Go for the File option and choose Open & Export.
2. Select the Import/Export option and click the Export to File option from the list.
3. After that, opt for the Outlook data file and hit Next.
4. Now, select those folders that you want to export and check the Include subfolders.
5. At last, browse the desired location to save the exported file.

Limitations of Manual Methods

During the implementation of the manual method, users face many difficulties. Let’s now discuss some shortcomings:

• The manual method is not feasible with corrupted or damaged Outlook Data files.
• This solution is tricky for those users who are from non-technical backgrounds.
• The steps of the manual method are time-consuming and lengthy.
• Data loss is the main problem during the processing of manual methods.
• These methods do not apply to very large Outlook data files (.pst).

Method 04: Resolve the Error “Outlook Mailbox Size not Reducing after Archiving” By Using a Professional Tool

If manual methods do not resolve the “Outlook Mailbox Size not reducing after Archiving” issue, you can try using the PST Split Tool. This software is designed to fix all types of errors in Outlook PST files, including the “Outlook Mailbox Full” error.

The Tool is easy to use. Simply follow these steps:

1. Download and Launch the PST Split tool as Administrator.
2. Click on Add File(s) or Add folder option for adding the PST files.
3. Then, select those PST files that you need to split.
4. After that, the software will show all the selected PST files in a tree structure.
5. Now choose the option Split PST by Size and hit the Next Button.
6. Select the size(MB/GB) to split the PST files and users can also apply features such as Apply Password, Ignore Duplicate Mails, etc.
7. Further, choose the Saving Path and hit the Split button to complete the process.

Conclusion

In this blog, we explore the effective ways to resolve the “Outlook Mailbox Size not reducing after Archiving ” error. You can use any method to fix the error. If none of these methods work for you, you can try using a third-party PST Split tool. This tool is designed to fix corrupted or damaged PST files, and it is more effective than manual methods.

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