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Outlook Archive Does Not Reduce Mailbox Size – Quick Tricks to Fix Error

Ugra Narayan Pandey | Modified: January 24th, 2023 | 5 Minutes Reading

Almost all Outlook users may be familiar with the ‘Outlook archive does not reduce mailbox size’ issue. This error will occur when the PST file exceeds the recommended size and users must reduce the size of PST file using the archive option.

This blog will describe the six simple techniques to resolve this error and reduce PST file size. Before accessing the solution to compress Outlook data, users should check the maximum size of the Outlook PST file.


What is Outlook Mailbox Size Limit?

The size limitations of the PST file vary depending on the different versions of Outlook. Below is the PST file size limit mentioned:

  • In Outlook 2002 and earlier, you can only save data up to 2 GB.
  • The maximum size for Outlook 2003 and 2007 is 20 GB.
  • In Outlook 2010, 2013, 2016, and 2019, the file size is limited to 50 GB.

How to Check Outlook Mailbox Size Limit?

After you know the size limit for Outlook PST files, let us know about the steps for checking the size limit of Outlook data files. Just follow these steps:

  1. In the Mail view, click your account.
  2. Click Folder >> Folder Properties.
  3. Click the Folder Size option.
  4. Now, you will see the size of the mailbox.

Related Solution:- Manual Steps to Increase Outlook Mailbox Size

Resolve Outlook Archive Does Not Reduce Mailbox Size Error

When Outlook is archived but the mailbox is still full, then it becomes necessary to reduce the size of the PST file to maintain the performance and speed of Outlook. If the Outlook mailbox still full after archiving and the PST file exceeds its size limitations, users face many problems such as the cessation of receiving and sending emails, the PST file too large to open, the data file personal folders was not closed properly, and more.

To solve all these problems, Microsoft provides an inbuilt feature in Outlook that helps users to manage and reduce the size of their Outlook mailboxes.

#Trick 1. Delete Large Outlook Emails and Attachments

If your Outlook archive not clearing the space of the mailbox, then try to reduce the size of the PST file using this technique. You can delete large Outlook data files when after the archive mailbox is still full. Follow the steps below to do this: –

Step-1. In the folder list, click Search Folders.

Seach Folders

Step-2. Under Organizing Mail, select the Large Mail option. Then, click on Choose under Customize Search Folder.

Outlook Archive Does Not Reduce Mailbox Size

Step-3. Now, specify the size in the “Show mail greater than” box (like 5000 or 6000 KB) and click OK.

Mail Size

Step-4. Now, a folder named “Larger than 6000 KB” is created under Search Folders.

When your Outlook mailbox is full after archiving and you encounter a large PST file problem, then simply go to the search folders. Then click on the folder you just created and delete your emails which is not so important. By doing so, reduce Outlook mailbox size and continue to do this until the mailbox has enough space for new emails.

#Trick 2. Use Outlook Mailbox Cleanup Tool

You can reduce PST file size with Mailbox Cleanup options to fix Outlook archive does not reduce mailbox size issue using these steps:

Step-1. Go to File menu >> Info >> Cleanup Tools >> Mailbox Cleanup.

Outlook Archive Does Not Reduce Mailbox Size

Step-2. Using this tool, you can View Mailbox Size and also find items older/larger than a specified limit.

Outlook Archive Does Not Reduce Mailbox Size

Step-3. The mailbox Cleanup tool also offers an Empty option. Here, you can delete all items present in the Deleted Items folder permanently. You can view deleted item sizes before deleting them.

#Trick 3. Compress Outlook PST File

If the Outlook archive doesn’t free up space, then you can compress the Outlook data file which helps to restore some space in the mailbox. Follow the instructions below to do this:

Step-1. Click File tab >> Account Settings >> Account Settings.

Compact PST File

Step-2. Click on the Data Files tab, select the PST file then click Settings.

Outlook Archive Does Not Reduce Mailbox Size

Step-3. Then, the Outlook Data File window will open. Here, click on the Compact Now option.

Compact Now

Step-4. Now, click OK and that’s it.

Software to ‘Fix Outlook Archive Does Not Reduce Mailbox Size’ Issue

If still your Outlook mailbox size not reducing after the archive then, you can simply go to the third-party tool. One such tool is Split PST Tool. This software enables you to reduce PST file size by splitting large PST file. It provides 6 options to reduce the size of an Outlook mailbox by Size, Date, Folder, Year, Email ID, and Category. With this tool, you can split corrupted or inaccessible PST files. It supports the PST of all versions of MS Outlook such as Outlook 2016, 2013, 2010, 2007, etc.

Steps to Reduce Outlook Mailbox Size Using Software 

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Step-1. To reduce the size of the PST file, download and install the software.

Step-2. Add PST file/folder(s) and provide Destination Path, then click Next to proceed.

Outlook Archive Does Not Reduce Mailbox Size

Step-3. Now, choose desired Split Option and provide the required information.

Step-4. Check the summary of Split Information and click Next.

Step-5. The process to split the Outlook PST file is completed.

After completing the task, just go to the selected location and verify the final multiple PST files saved at the provided destination location.

Final Words

Large PST files create many problems such as ‘Outlook archive not reducing mailbox size’. Thus, it is necessary to reduce the size of the Outlook mailbox to eliminate any errors. The Outlook archive does not reduce mailbox size errors is a common mistake due to the excessive size of the PST files.

In this blog, we have described three manual tricks to reduce the size of Outlook mailboxes. If the manual process to compress Outlook data does not meet your needs, we also mentioned the third-party tool, which makes this task very easy for all types of users, without any problem of data loss.