How To Clean Up Email Account

How To Clean Up Your Outlook Inbox And Manage Your Email

Clean Email Tutorials How To Clean More Email Accounts

If youre overwhelmed by too much email in Microsoft Outlook, dont despair! We can show you how to get rid of email you dont want by using filters, rules, folders, and Outlooks own Focused Inbox. As a bonus, well even show you how to use Gmail to manage your Outlook email, tooit sounds weird, but it works. And, of course, well show you to auto-delete and archive old email.

We also have tips on how to get rid of spam in Outlook, and more Outlook tips to manage your inbox by categories. But for now, lets clean up your inbox!

Make Use Of Organization Features

Gmail comes loaded with a number of features meant to make it easier for email users to stay organized. For example, you can mark emails as read or unread to determine their status, use stars to immediately mark valuable emails to keep long-term, and use importance markers to identify emails that still require a response. You can even set up additional colors for each organizational feature in Gmails advanced settings if you need more options. Make use of these, and use them consistently to reap their full value.

How Big Is My Current Mailbox

Before starting with cleaning up, youll first need to know how dirty your mailbox really is. To get an overview of the total size of your mailbox and each individual folder you can open the Folder Size dialog

  • Open the Mailbox Cleanup dialog
  • Outlook 2007
  • Outlook 2010 / 2013 / 2016 File-> section Info-> button Cleanup Tools-> Mailbox Cleanup
  • Outlook 2016 / 2019 / Office 365File-> section Info-> Tools-> Mailbox Cleanup
  • In the window that is being displayed now, youll see an overview of your mailbox folders and their sizes.

    Overview of folders in the mailbox and their sizes.

  • When connecting to Exchange, youll see a Local Data and a Server Data tab. You only have to look at the Local Data tab cleanup changes you make will automatically take place on the server as well.

    However, when you use Outlook 2013, 2016, 2019 or Office 365 and have the Sync Slider set to not sync all your mail from your mailbox, then take a look at the Server Data tab instead as otherwise youll miss the amount of data which is only kept on the server.To see your current sync settings in Outlook 2013, 2016, 2019 and Office 365 use:File-> Account Settings-> Account Settings-> double click on your Exchange account.

    Tip!Click here if you are not familiar with sizes in bits and bytes.

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    How To Mass Delete In Gmail

    Open Gmail and type is:read in the search bar. At this point, you should only see those emails you have already read . With your read email on display, check the box to select all of the messages.

    Figure A

    Make sure to select all unread messages.

    If you have a ton of unread messages, you will have only selected the first 100 . To select all of those unread messages, you must click the Select All Conversations That Match This Search link . Note: This link will only appear if you have more than 100 unread messages.

    Figure B

    Make sure to select all of your read emails .

    One word of warning: If you see an email listed that you don’t want to be deleted, if you uncheck it you will revert the Select all conversations that match this search option. In other words, you need to make sure you’ve collected those read emails you want to save into a different folder before going through this. Now, we need to delete all of those read emails by clicking the Trash icon .

    Figure C

    The Trash icon is the farthest on the right.

    After clicking the Trash icon, you’ll be prompted to OK the bulk delete of the read email. Click OK and every one of those read emails will be sent to the trash. Depending on how many read emails you are deleting, this can take some time. In the end, you’ll have a much cleaner Gmail inbox.

    And that’s how you mass delete email in Gmail. Enjoy that reclaimed space and more efficient Gmail app search.

    How To Delete A Yahoo Email Account

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    Yahoo! email was one of the very early account providers, and with such a legacy, there is a good chance that many people will have outdated accounts hanging about. Whats more, in 2013, they fell victim to the most significant data breach in history, with all of Yahoos 3 billion users affected. In short, there are a few good reasons you may be looking to delete your account. Lets find out how.

  • First, ensure that you have no ongoing premium subscriptions with Yahoo, such as Yahoo Mail Pro. These can be found and deactivated on the Yahoo subscriptions page. Note that youll have to wait 90 days after canceling a subscription before you can delete your account.
  • Next, backup your Yahoo data by hovering over My Profile, selecting , verifying your account access, and clicking the button.
  • Export your contacts by selecting Contacts from within your Yahoo account, going to Actions, and selecting Export. This will deliver a CSV file.
  • If there are any specific emails, attachments, or other files in the account, find them in your inbox and forward them to your replacement email account.
  • Finally, we get to actually delete! Go to:
  • Read through the details and click I want to continue deleting my account
  • Enter the email address of the Yahoo account you wish to delete and click Yes, I want to close this account
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    I wanted to upgrade because Clean Emails app is excellent, has amazing reviews, and I have so many emails that seem impossible for me to organize and sort that I got excited to see what can happen with Clean Email. I felt like all my emails are out of control and to have something help me take care of all of it sounds pretty awesome.

    How To Remove An Account From Outlook

    It is worth noting that an email account in Outlook can be from any provider. These steps are for Outlook, Outlook 2019, 2016, 2013, and 2010.

  • Select Account Setting and then Account Settings again
  • Select the account you want to remove
  • Select Remove
  • You will see a warning message. Select Yes to confirm.
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    The Importance Of Cleaning Up Your Inbox

    While many of us begin spring cleaning to organize our closets and to remove clutter, this is a friendly nudge to also give attention to your digital space especially your email inbox!

    In fact, studies have found that digital clutter can hinder your productivity in the same way a messy office does. Just like how you should respect your physical belongings and space, cleaning and tidying up your digital space is the key to peace of mind.

    So grab your mops and sponges : here are a list of steps to clean your inbox.

    How To Delete A Zoho Mail Account

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    If your Zoho Mail account is part of a company service, you will need to ask that company to delete your account. If it is a personal mail account that you have set up, you can delete the account yourself:

    Next, you should remove any devices that you have associated with the account to associate them with a new Apple ID easily. To do this:

  • Sign in to your Apple ID account
  • Go to Devices
  • Click the Remove from Account button at the bottom of the popup window
  • Repeat this process until all devices have been removed from the account you wish to delete
  • Now, how to actually delete an iCloud Mail account:

  • Log into your iCloud account
  • Click on the Go to your Apple ID account page link under the Manage Account section
  • Scroll down until you find the Data & Privacy section then select Manage Your Privacy
  • Find the Delete Your Account section and click Request to Delete Your Account
  • Select a reason for closing the account in the popup window that appears
  • Click Continue, review the terms of deletion, and select the checkbox to confirm
  • Provide an email account at which you can receive emails and note down the provided access code in case you want to reverse the decision
  • It will take up to 7 days for your account to be deleted.

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    Think Twice Before Signing Up For Something New

    The next time youre about to give away your email address in exchange for something free, think twice about what it means. You are potentially opting in for emails that you have no time to read, and do not contribute towards your goals.

    Before filling in your email address for anything, ask yourself:

    • Does this newsletter/email list offer something that helps me work towards my goal?
    • Does the company/service provide something that aligns with my goal and vision?

    If the answer to both is no, why let their emails fill up your precious time and inbox space?

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    Unroll.me makes it easy to unsubscribe from several email lists at once, and Boomerang for Gmail archives messages and brings them back into your inbox at a later time. Checker Plus lets you delete and respond to emails without opening your Gmail inbox รข instead, you get a browser pop-up with a preview of the email. Basically, you don’t have to tackle your inbox alone.

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    How To Make Simple Rules To Filter Email In Outlook

    To get started, find one of those semi-spammy emails thats clogging your inbox: a notification from a social network account, for example. Its easy to identify and banish these offenders, especially because such notifications usually come from the same email address.

    In the Outlook desktop app: Right-click an email, then scroll down to Rules. In the drop-down menu, select Always move messages from , where the email address is the originating email address. Then select the folder where you want all future email from that sender to go. The rule will execute, beginning the email cleanup process on that address alone.

    The most common email should be what you apply quick rules to first. Once you click Always Move Messages From: youll be given a list of target folders to move the email to.

    In the Outlook Web app: Right-click the email, then scroll down to Move > Move all messages from Here, you can tell Outlook to Move all messages from the Inbox folder and any future messages to whatever folder youd like.

    That should carve out a chunk of your inbox right there. But if filtering email by the sender alone isnt specific enough, Outlook provides a much deeper rules system.

    How To Deactivate An Account From Outlook

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    Closing your Outlook.com account will close your Microsoft account. This will result in losing access to any Microsoft services that you have connected to it, such as Xbox, Skype, and OneDrive.

  • When prompted, sign in to the account you wish to delete
  • Ensure it is the correct account, then click Next
  • Read through the list of effects when an account is closed and select each checkbox to acknowledge you have read it
  • Select a reason for closing the account
  • Select
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    Minutes 50 To : Update Your Settings For Easy Maintenance

    Congratulations on the worlds most organized inbox! OK, not the worlds most organized inboxbut your best inbox yet.

    But dont let the party go on for too long or youll find it filling up again. You can avoid this by setting up filters thatll automatically sort your incoming messages so you dont have to.

    My favorite filter is for newsletters and offer emails I actually want to read but dont always have time for right when they come in. Instead, I set up a filter in Gmail which sends them all to a Read Later folder.

    You might also consider setting up an auto-reply for your Gmail or Outlook when you wont be able to reply to emails as quick as you usually would .

    And, to really fly through your messages, you can enable and learn some keyboard shortcuts for Gmail or Outlook.

    After this clean-up, youll be rid of that nagging feeling that you missed a message, or that sinking feeling that you have to face a full inbox every morning. In fact, you might even be ready to move onto more advancing email organization such at taking advantage of the new Gmail, using Chrome extensions, or trying out this Inbox AI tool.

    Or, on the flipside, if you find that you still have a lot of work to dostart setting aside 20 minutes every week to tackle these steps one at a time. Do that for a few weeks and youll find yourself with an inbox that actually makes your life easier.

    This article originally appeared on The Daily Muse and is reprinted with permission.

    General Tips To Keep Your Mailbox Small

    • Dont store attachments in Outlook but store them outside of your mailbox in a folder on your hard disk where it belongs. Example the Documents folder, the Pictures folder, a corresponding Project or Programs folder, etc
    • Send as little attachments as possible. When you know the receiver can also access the file on the same network, SharePoint website or other web storage like OneDrive or DropBox, think about sending links instead.Since lnk-files to file shares are blocked by default, it is better to send a link to the file by using < and > like this < \\servername\sharename\foldername\filename.doc> or use Insert-> Hyperlink.
    • If you need to send attachments, send them in a compressed format like zip-files. This will save you some bandwidth and the receiver some mailbox space hopefully he/she will return you the favor.
    • Periodically check the size of the individual folders by using the View Mailbox Size button so you can react on a fast growing mailbox in time. This way, youll prevent the need to clean your mailbox for several hours at the end of the year or when it becomes full and be able to do it with just minutes a week or even a month.

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    Automatically Manage Attachments By Using An Add

    Sperry Software has a great add-In called Attachment Save which process attachments automatically. Some key-features are:

    • Runs automatically in the background or in manual mode.
    • Replaces attachments with URL links to the saved file.
    • Retains the paperclip icon, but removes the attachment.
    • Allows for automatic renaming or overwriting of files.An Undo feature allows you to re-attach the attachments to the original message.
    • Saves the attachment in a Windows sub-folder .
    • Monitors multiple folders at the same time.

    Click here for more information about the add-in.If you decide to order use BH93RF24 to get a discount.

    For more Attachment Management add-ins see the add-in section.For general Incoming Mail Management add-ins .

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