Guide to Outlook Inbox Cleaning

Despised by many white-collar office workers, Microsoft Outlook isn’t the type of application people look forward to using. However, things don’t have to be this way, and, in this article, we explain how to clean Outlook so you can enjoy your Outlook mailbox in a way you’ve probably not thought possible.

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Microsoft Outlook Versus Windows Mail

Since Windows 8, Microsoft Outlook has competition in the form of Windows Mail, a simple email client with support for touch.

Before we go any further, we would like to explain that Windows Mail isn’t intended to replace Microsoft Outlook. Instead, it’s aimed at casual computer users whose email needs are fairly basic. It’s easy to set up, easy to use, and it comes pre-installed with Windows 8, 8.1, and 10. It’s also very similar to, a web-based suite of webmail, contacts, tasks, and calendaring services from Microsoft.

Microsoft Outlook, on the other hand, is a personal information manager from Microsoft, available as a part of the Microsoft Office suite. It was first released in 1992, when it was called Outlook for MS-DOS. The Outlook you know today has very little in common with what Outlook was back then.

Modern Outlook includes a calendar, task manager, contact manager, note taking, journal, and web browsing. It works as a stand-alone application or with Microsoft Exchange Server and Microsoft SharePoint Server for multiple users in an organization.

If your Outlook archive of emails is overflowing, switching to Windows Mail won’t help you. In the next section of this article, we explain how to archive emails in Outlook to get a step closer to Inbox Zero Outlook.

Help! My Outlook Is Overloaded

Microsoft forums are filled with messages posted by desperate Outlook users asking for help with their overloaded inboxes. Many of these users look for ways how to Outlook clean thousands of emails that have accumulated over the years and are now causing Outlook to run slow and be unresponsive.

It’s important to realize, however, that when Outlook displays the “Outlook inbox full” message, it means that a proper email management strategy hasn’t been in place. The cornerstone of any successful email management strategy must be regularity.

It’s not enough to archive inbox Outlook emails once every week or month. You should, ideally, aim for Inbox Zero, a completely clean inbox, and achieve it at the end of every day. Some people like to do their email when they eat breakfast, while others prefer to check it once every two hours or so.

Regardless of which frequency you ultimately settle on, don’t overdo it. By checking your Outlook inbox every few minutes, you would sooner or later open an important email when you don’t really have time to respond and risk forgetting out it.

Microsoft Outlook comes with a number of useful email management features, and you should learn how to use them to your advantage. A good start is to separate emails into folders and create filters to automatically sort incoming emails into their corresponding folders. This allows you to separate your email management into more manageable chunks that take just a few minutes each.

You should also learn how to archive in Outlook 2016, which is a superior email management method compared with simply deleting old emails. To archive emails in Outlook 2016, select one or more messages in your Inbox or another folder to archive and choose Archive in the Delete group. You can also use the Backspace key to immediately archive one or more selected messages.

Alternatively, you can go to File and Info and click on the Cleanup Tools option next to Mailbox Cleanup and select Archive. Outlook will then let you select which folder you would like to archive and create a .pst file with the content of the selected folder and all of its subfolders. Sometimes, even Outlook’s powerful email management features aren’t enough to clean up a neglected Outlook inbox, which is where email cleaning tools such as Clean Email come in handy. In the next section, we introduce Clean Email as the best email cleaner for Outlook and describe how you can use it to organize thousands of emails in a few minutes.

How to Clean Up Outlook Inbox with Clean Email

Clean Email represents a convenient way how to clean up any overloaded Outlook inbox with a few simple clicks.

  1. Sign up for Clean Email and connect your Outlook inbox.
  2. Let Clean Email automatically sort your emails into easy-to-organize bundles.
  3. You can then instruct Clean Email to apply various actions to the bundles, including archive, delete, or move.

Clean Email comes with automatic inbox cleaning capabilities, allowing you to apply certain actions automatically to emails as soon as they arrive to your inbox. For example, you can mark certain emails as read so that you know that you can skip them without missing anything important, or you can group all important emails together for greater visibility.

Clean Email’s automatic inbox cleaning capabilities are as easy to use as they are useful. Whereas many other similar applications have a steep learning curve, Clean Email is simple enough even for computer neophytes yet so powerful that many consider it to be a complete game-changer.

Since you can try Clean Email for free without any major limitations, there’s no reason not to give it a try.


Microsoft Outlook offers a selection of powerful email organization features, but even they are often not enough to help users achieve Zero Inbox. When built-in email management tools fail, Clean Email comes to rescue. With it, you can quickly and easily clean up your Outlook mailbox and ensure that it will never become so full as to make Outlook unusable.

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Clean Email is built to work from any device and for all email clients, with additional functionalities and support added on a regular basis as new services emerge and new devices become available. One Clean Email subscription covers your mailbox across ALL your devices!

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Clean Email was created in California and is run by a small team from all over the world . Read our story