How to Fix Microsoft Outlook Error - “Mailbox Size Limit Exceeded”

What Causes Outlook Oversized OST or PST File Problems?

Email service providers or IT administrators set a mailbox limit. The “Mailbox Size Limit Exceeded” error occurs when your email account reaches its maximum storage capacity limit. Besides, there can be many conditions that might increase the size of the Outlook mailbox:

• Your Outlook inbox contains too many large attachment files occupying unnecessary space.
• Outlook PST file size exceeded the default size limit set by the service provider.
• The mailbox has a clutter of many older emails that need to be deleted on time.
• Also, other folders like Sent Box, Outbox, and Deleted Items were not emptied before.
• You are running MS Outlook on the Exchange server and give the size limit for the mailbox.
• Otherwise, you are working with an older version of the Outlook data file (.ost or.pst).

Simple Manual Tricks to Fix “Mailbox Size Limit Exceeded” Issue

Here are a few simple methods that you can opt to fix the Outlook Mailbox Size Limit Exceeded Error. First, find out the root cause of the error and try these solutions. You can try these measures first:

• Delete unnecessary emails, especially those with large attachments.
• Empty the Deleted Items folder and other unnecessary emails.
• Archive older Outlook emails to vacant space.
• Share cloud storage links instead of large attachment files.
• Check your Outlook mailbox quota in account settings.
• Export important emails to local storage and make a backup there.

Other significant procedures are discussed below.

Method 1: Deactivate Add-Ons

Sometimes, Outlook add-ins can influence or interrupt the system's usual workings. So, to enhance Outlook's efficiency, you must deactivate the add-ons by following the steps below:

1. Just go to the File menu in the Outlook >> Options >> Add-Ins.
2. Visit the Manage option > pick COM Add-Ins and press Go.
3. Now, you need to uncheck all the recent or non-functional add-ins that are not in your usage.
4. Finally, press OK. It will address the issue of oversized Outlook OST files.

Method 2: Use OST File Data Archive to Fix OST File Size Limit Problem

If you archive data from OST files, the size of the OST file will be reduced. Hence, the space filled on the server will be removed. You can also alter the OST file archive location within your program. Conduct the following steps to archive an OST file:

1. Initially, visit the File menu >> Cleanup Tools >> Cleanup Mailbox.
2. You can see two options. To move the older things to the mailbox archive folder, press AutoArchive.
3. Then, press Empty to remove items from the Deleted items folder.

Method 3: Compact the Outlook Data File

Using Outlook's built-in utility, you can even compact your OST file. Consequently, reducing file size can help improve performance on Outlook. Follow the provided steps to compress the OST file:

1. Remove all the unnecessary items that are not required in the future.
2. Now, open the folder list view. Visit the navigation pane and right-click on the folder.
3. Choose the Deleted items option >> Empty folder option.
4. Again, open Outlook and visit File > Account Settings >>Account Settings.
5. Open the Data Files tab, pick the OST file to be compressed, and click on Settings.
6. Hit the Advanced tab and opt for the Outlook Data File Settings option.
7. In Outlook Data File Settings, hit the Compact Now option.

These manual methods took more time to execute and users get irritated by these methods. So, we have another quick solution as well that will instantly fix the issue of Exceeding Mailbox Size Limit error in Outlook.

Remove Duplicate Items from Outlook OST

Use SysInfo Exchange OST Recovery Software to reduce the OST file size rapidly. This tool has a special feature to remove duplicate emails which removes all extra content from the Outlook mailbox. Hence, it solves the Outlook Oversized OST File Problem easily. This utility has the simplest GUI that any user can use easily without facing any difficulties.

Note: Alternatively, a straightforward solution can be using Outlook Duplicate Remover from the same trustworthy source SysInfo. Use the appropriate method of your choice and start executing the given measures quickly without wasting any time.

Conclusion

Your mailbox is filled up with lots of unnecessary emails that you never need in the future. As a result, your Outlook encounters the “Mailbox size limit exceeded” error. So, here, this technical guide explains all the methods to fix this issue. Use any of the above methods of your choice and find the best results. However, to reduce the burden of Outlook mailbox, try Outlook Duplicate Remover Software and eliminate all duplicate data.

Frequently Asked Questions

Q1. What causes a “Mailbox Size Limit Exceeded” error? How can I fix it immediately?

Ans: The error occurs when your email storage reaches its maximum limit. This is typically due to accumulated attachments, undeleted emails, and full sent/deleted folders.

For immediate fixes: delete unnecessary emails with large attachments, empty your trash folder, and archive older emails. Using cloud storage links instead of attachments can help prevent future occurrences as well.

Q2. How can I prevent "Mailbox Size Limit Exceeded" errors from happening in the future?

Ans: Here’s what you need to do:

• Implement regular email maintenance practices to prevent storage issues.
• Set up automatic archiving for emails older than 6 months.
• Regularly clean your sent and deleted folders.
• Use cloud storage services like Google Drive for sharing large files.
• Monitor your mailbox size through account settings
• Maintain at least 10-15% free space in your mailbox.
• Consider setting up email rules to organize and clean your inbox.