How to free up email space

1. Identify mailboxes using the most space

The first step is to identify which folders or mailboxes contain the most emails or large attachments.

Most email clients (Thunderbird, Outlook, Mail) display folder sizes. Check which folders are using the most space before proceeding with cleanup.

2. Manually delete old unnecessary emails

Review your folders and delete emails you no longer need. Remember to empty the trash afterwards to permanently free up space. You can also move important emails to local folders on your computer.

Recommended steps:

• Sort emails by size or date to identify the oldest or largest ones
• Delete emails with large attachments you no longer need
• Empty the trash and deleted items folder
• Consider moving important old emails to local folders to preserve them

3. Create automatic rules to move old emails

You can configure rules in your email client (Thunderbird, Mail, Outlook, etc.) to automatically move messages older than X days (for example, 365 days) to local folders on your computer. This will help keep your server mailbox clean without losing old emails.

Thunderbird configuration:

• Tools → Message Filters
• Crea un filtre nou amb la condició "Data" és anterior a X dies
• Action: Move the message to a local folder

Outlook configuration:

• File → Manage Rules and Alerts
• New Rule → Apply rule to messages I receive
• Add date condition and move to local folder action

Mail (macOS) configuration:

• Mail → Preferences → Rules
• Add a new rule with date condition
• Define the action to move to a local mailbox