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Microsoft 2019 Outlook for Small and Medium Business Office is full, and the capacity of mail documents is not reduced after transfer.

亨 国 0 Reputation points
2024-11-26T02:14:08.33+00:00

Outlook mail is full, and the document is transferred to the archive, but the capacity of the original mail is not reduced.

Office Mac
Office Mac
Office: A suite of Microsoft productivity software that supports common business tasks, including word processing, email, presentations, and data management and analysis.Mac: A family of Apple personal computers that run the macOS operating system.
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Outlook Management
Outlook Management
Outlook: A family of Microsoft email and calendar products.Management: The act or process of organizing, handling, directing or controlling something.
5,363 questions
Office Management
Office Management
Office: A suite of Microsoft productivity software that supports common business tasks, including word processing, email, presentations, and data management and analysis.Management: The act or process of organizing, handling, directing or controlling something.
2,214 questions

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  1. Joan Hua-MSFT 3,405 Reputation points Microsoft Vendor
    2024-11-26T08:03:34.4233333+00:00

    Hi @亨 国

    Welcome to our forum!

    It sounds like the emails are being archived but not removed from the original mailbox. Here are some steps to ensure your mailbox size decreases after archiving in Outlook for Mac:

    1. Verify Archive Settings:
      • Ensure that the emails are being moved to the archive and not just copied. Go to Outlook > Preferences > General and check the settings for archiving.
    2. Manually Delete Emails:
      • After archiving, manually delete the emails from your mailbox. Select the emails, right-click, and choose Delete.
      • Empty the Deleted Items folder to permanently remove the emails.
    3. Compact the Database:
      • Outlook for Mac doesn't have a direct option to compact the database like the Windows version. However, you can rebuild the database to optimize it.
        • Close Outlook.
        • Open the Microsoft Database Utility by holding the Option key while starting Outlook.
        • Select your profile and click Rebuild.
    4. Check Server Settings:
      • If you're using an IMAP or Exchange account, ensure that the server settings are configured to remove emails from the server after archiving.
      • Go to Outlook > Preferences > Accounts, select your account, and check the server settings.
    5. Use Online Archive:

    Hope it helps.

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