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A business email account gets a significant number of emails daily, which are to be kept for the long term. But only some emails are helpful for a short time, and you can get rid of them after some time. Outlook on the Web is the online version of Outlook, and it has some sophisticated features to delete older emails easily.
In your mailbox, there are multiple folders, and each folder contains several emails based on their type. The new emails are in Inbox, outgoing emails remain in Sent items, unfinished emails are put in Drafts, bad emails are moved to Junk mail, and older emails move to Archive. You can delete the older emails from these folders using Outlook settings in Outlook on the Web.
Outlook will remove the emails based on your selection. It is a quick manual method to delete older items, but you must do it separately for each folder. No other filter options are available too.
To overcome the difficulties of manual selection and deletion, you can create a rule that applies to all messages in the mailbox. When you are ensured that you do not require emails after a date, then creating a rule will delete them and release the storage for further usage.
Now, older emails will no longer consume unnecessary storage. If you know about the retention policies in Office 365, then they are suitable for accidental deleted items. But the above-created rule will be helpful in removing unwanted data completely.
Outlook desktop application keeps your Office 365 mailbox in a Windows environment and manages email communication. When the size of the mailbox increases, it becomes slower and takes time to open the account. Fortunately, there are great features and techniques to remove older emails conveniently.
Your administrator could use this functionality when the mailbox exceeds its maximum storage capacity on an email server like Exchange. You can set values as per the requirements.
You must try the following practices to keep your mailbox lighter and more responsive and there will be no requirement to find for old emails in Office 365 anymore.
If you can take a backup of your Office 365 mailbox, it is a good precaution against data loss due to various reasons. Also, you can remove unnecessary emails from the mailbox without any doubts. Kernel Office 365 Backup tool is the perfect one for saving Office 365 data in offline files accessible on various platforms. There are ample filtering options to select the critical items of the mailbox.