Step 1: Check Your Current Email Storage Usage

• Log in to your email account and go to Settings or Account Settings.
• Look for Storage, Mailbox Usage, or Quota to see how much space you’ve used and your total limit.

Step 2: Sort Emails by Size

• Open your inbox and sort emails by size or search for emails with large attachments.
• Focus on emails with heavy files like PDFs, images, or ZIP files.

Step 3: Delete Unnecessary Emails

• Remove old newsletters, promotional emails, and outdated conversations.
• Check folders such as Inbox, Sent Items, and Drafts, as they often contain large emails.

Step 4: Empty the Trash and Junk Folders

• Go to Trash/Deleted Items and Spam/Junk folders and empty them.
• Deleted emails in these folders still count toward storage until permanently removed.

Step 5: Save Important Attachments Elsewhere

• Download critical attachments to your computer or a cloud storage service (e.g., Google Drive or OneDrive).
• Once saved, you can safely delete the emails to reclaim space.

Step 6: Set Up Auto-Delete or Archiving (Advanced Users)

• Enable auto-archiving or auto-delete rules to move or remove emails older than a certain date.
• This prevents your mailbox from filling up again in the future.

• Email still shows as full after deleting messages:
  Ensure Trash/Deleted Items and Spam/Junk folders are emptied. Log out and back in, as storage updates may take a few minutes to reflect.
• Check Sent Items and Drafts:
  Large attachments in these folders often go unnoticed. Sort by size and remove unnecessary emails.
• Use advanced search filters:
  Search by attachment size (e.g., “larger than 5MB”), file type, or date range to quickly locate emails to delete or archive.
• Archive instead of delete:
  Move older emails to an archive folder; some providers exclude archived emails from storage limits.
• Review email sync settings (IMAP users):
  Limit the number of emails synced locally to reduce storage usage on devices.
• Consider increasing your storage limit:
  If you regularly reach your limit, upgrading your plan or purchasing extra storage may be the most practical solution.
• Backup before major cleanup (advanced users):
  Export or back up your mailbox before deleting large volumes of emails to prevent accidental data loss.

• Back up important emails before deleting them.
• Deleting emails is not permanent until Trash is emptied. Review deleted items first.
• Check all folders, including Sent Items, Drafts, and Spam.
• Be cautious with bulk deletions; permanently deleted emails may not be recoverable.
• Storage updates may take a few minutes; log out and back in if needed.
• Review auto-delete or archiving rules carefully to avoid losing important emails.

1. Why can’t I send or receive emails?
Your mailbox may have reached its storage limit. Freeing up space or upgrading your storage plan usually resolves the issue.

2. Do deleted emails still count toward storage?
Yes, until the Trash/Deleted Items and Spam/Junk folders are emptied.

3. Which emails use the most storage?
Emails with large attachments, especially PDFs, images, and ZIP files. Check Sent Items as well.

4. Will archiving emails free up storage?
It depends on your provider. Some platforms remove archived emails from your quota; others do not.

5. How often should I clean my inbox?
Every few months is recommended, or set up automatic rules to manage older emails.

6. Can I recover emails after deleting them?
Emails can usually be recovered from Trash within a limited time. Once permanently deleted, recovery may not be possible.

7. What if I keep reaching my storage limit?
Consider upgrading your plan, adding storage, or saving attachments externally.

Need More Help?

Managing your email storage ensures uninterrupted email access and prevents mailbox errors. By regularly reviewing your inbox, deleting unnecessary emails, archiving important messages, and saving attachments externally, you can stay within your storage limits.

If storage issues persist, contact Swazzy Support for assistance