Cleaning Up your Mailbox in Outlook 2011 for Macintosh


Learn how to clean up your Outlook 2011 mailbox for better performance and to ensure you do not exceed your allocated server space.


Critical Concepts

Keep your mailbox clean by:

  1. Emptying out your Deleted Items folder
  2. Using an Archive rule to move old messages from your Exchange server mailbox to a mailbox on your local computer. 
    Note: Archived messages will not be viewable through Outlook Web Access because they are no longer stored on the Exchange server.


Steps to Take

Empty Deleted Items folder

To empty out your Deleted Items folder, either do a control + right mouse click or right click on the Deleted Items folder and click on Empty Folder.

To set Outlook 2011 to empty your Deleted Items folder on exit:

  1. Go to the Tools menu and click on Run Schedule and then click Edit Schedules.
  2. Double-click on Empty Deleted Items Folder
  3. Under the When section, change Manually to On Quit
    Empty folder screenshot

Set up an Archiving Rule

  1. In the main Outlook 2011 window, click on the Tools menu and select Rules.
  2. Select Exchange on the left side, under On My Computer and then click the '+' to add a new rule
  3. Change your settings, We recommend:
    1. Rule name: Archive Messages After 180 Days
    2. When a new message arrives, select:
      1. If all conditions are true
      2. Date Received - Is Greater Than - 180 - days old
    3. Do the following, select:
      1. Move Message - Inbox (On My Computer)
    4. Check:
      1. Do not apply other rules to messages that meet these conditions
      2. Enabled
    5. Click OK
      Archive rule screenshot

Running Your Rule

To manually run the rule:

  1. Go to the Message menu
  2. Click on Rules 
  3. Click on your rule

Access the Archived Items

Underneath your Inbox there is a folder called On My Computer where you will find your archived items. 

If you still have questions or need additional assistance, please submit a ticket or call the ITS Service Desk at (858) 246-4357