If is time to clean the recycle bin. Whenever

If you work in an organisation and if your administrator has set a quota for your mailbox then you will get “your Mailbox is over its size limit” error in Microsoft Outlook 2013 and 2016. Now if you are already getting this error, here is how to fix “your mailbox is over its size limit” error in Windows. This is not an error message to be precise but just a warning that you are about to reach the quota limit for your mailbox. When that happens you will be sent an email message to alert you that your mailbox needs some cleanup.


Fortunately, this error is not as serious as Windows live mail sync problem. If you don’t take necessary action then you won’t be able to send any emails and will be greeted with the error “Your Mailbox is over its Size Limit” all the time till you fix it. Now there are two options to fix this problem.

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The first option is to ask the Microsoft Exchange administrator in your organisation to increase the quota so that you don’t have to delete any files or emails to make space for new messages. The second option is to take the tasks in your hand and do some junk cleaning. We all have unwanted emails lying around in our inbox so cleaning them every now and then will only help you manage emails in a better way. Alternatively, you can also use the Personal Folder feature in Outlook to store Outlook items on your hard drive and it won’t be considered towards your quota.


Fix “Your Mailbox is over its Size Limit” Error

The easiest way to fix this error is to delete unwanted and large size files that are taking up storage space for no reason at all. Here is how to do it.


Open Outlook on your Windows PC. Go to File and click Cleanup Tools.

Select “Mailbox cleanup” option from the drop-down menu.

Now you have two options. You can either find items older than a certain date or find items older than a specific size. It is better to delete large unwanted files from your account.

For example, try to find items that are larger than 3MB. Once you have all the items that are larger than 3MB, you can go through them and delete what you think is unnecessary.


You can delete the unwanted items from the Advanced Find window. Now that you have deleted unwanted items from your Outlook account, it is time to clean the recycle bin.

Whenever you delete an item, it will be sent to the recycle bin or Deleted items folder just in case you need to restore a deleted item later on.


So, it is necessary that you empty the recycle bin as well. To do this, click File and the select Mailbox cleanup > Empty deleted items folder and you are done.  Doing this should fix “Your Mailbox is over its Size Limit” Error.


How to avoid this situation?

As they say “precaution is better than cure”, it is advised that you keep your mailbox clean to avoid this error in future as well. Here are a few things you can try to keep your outlook mailbox clean and optimised.

Move Old Items to Archive: Outlook automatically moves old items to archive. However, you can also do it manually. Here is how to do it.


Outlook 2013: Go to File >  Info and select Cleanup Tools. Next, click “Archive” option.

Outlook 2016: Go to File > Info > Tools and select “Clean up old items”.

Next, select “Archive this folder add all subfolders:” option.

Enter a date for “Archive items older than” option.

Also, check “Include item with “Do not autoArchive” checked” option.

6. Click OK to move the old items to archive.

Move Attachments to OneDrive: You should always move the attachments outside your mailbox. You can move it to OneDrive or even folder on your computer.