Noticed that your Outlook account has slowed to a crawl? Basic email functions like “send” and “receive” acting a little funny lately? Consider checking the size of your mailbox. You might be shocked to discover just how bloated it is.

For most versions of Outlook, clicking on File > Folder > Properties > Storage — or right-clicking on any folder and selecting Properties — will display the total size not only of a chosen folder but also of any associated subfolders.

The key here is that Outlook’s Auto Archive function is only set to automatically back up Deleted Items, Sent Items, and expired tasks and calendar items. So if you get hundreds of messages per day but don’t delete them or move them from your inbox, you run the risk of sabotaging your own account. Exceed 2GB of storage and Outlook really starts to run slow.

How to solve the problem? By changing Auto Archive’s settings, building a manual archive folder or .pst (Personal Folders) file, and moving a large chunk of your mail — particularly old messages — there.

Create a new local folder or .pst file to hold Archived Mail. Right click on the On My Computer heading at the bottom of your folder list and choose New Folder. Name the folder Archived Mail or something else that’s easily recognizable. In older versions of Outlook, you can select File>Archive and change the date under Archive items older than.

Create a new Archiving Rule. Click on Tools > Rules, select Exchange from the On My Computer section, and click the + near the bottom of the window. Name the rule something meaningful and recognizable. We suggest something easy to find like “120 Days, Auto Archive.” 

Define the time limit and destination for emails eligible for archiving. Under the When a new message arrives menu, change Date Received as you’d like it (we suggest 120-180 days) and then change Do the Following to a defined action like “Move Message + Archived Mail.” Click the check box for Enabled and click OK. In older versions of Outlook, clicking Tools>Options>Other>Auto Archive brings up a similar set of options.

Run the new rule on existing email folders. If you set a new rule that all emails over six months old will be archived, don’t let distant memories received before that rule was implemented continue to clog up your inbox. Select the preferred mail folder, click Messages > Rules > 180 Day, Auto Archive, and wait patiently while your email account reorganizes itself. Remember, you’ll have to perform this function on each desired folder.

Want to access your archived email? Simple — it’s waiting for you right on the left-hand column of folders — or under the list of .pst files on your   computer — with all of your other mail folders.

Of course, archiving can’t cure all email diseases. If you access your mail via an Outlook Web App, any emails archived won’t show up there because they are no longer hosted on the Exchange server.