Regularly deleting old emails is one of the simplest things you can do to keep your email working smoothly. Many people keep thousands of emails they will never read again, without realising that those emails are quietly using up storage space. This guide will walk you through how to clear them out safely.
Deleting old emails can feel daunting, especially if you worry about getting rid of something important by mistake. Here are a few things to keep in mind:
You are in complete control. You choose what to delete.
There is no need to delete everything — just the things you clearly no longer need.
If you accidentally delete something, it goes to your Trash folder first and can be recovered. It is only permanently gone once you empty the Trash.
Emails that contain attachments (photos, documents, PDFs, etc.) take up far more space than regular text emails. Deleting just a handful of these can free up a significant amount of space.
To find them:
Try sorting your emails by size (largest first), if your email program allows it. Look for a "Sort by" option at the top of your email list.
Alternatively, search for common attachment-related words like "photo," "document," "invoice," "receipt," or "attached."
Before deleting an email with an attachment, check: Do I still need this file? If you have already saved it somewhere on your computer, or you know you will never need it again, go ahead and delete it.
Over time, many people accumulate large amounts of newsletters, promotional offers, and notifications from websites and shops. These are almost always safe to delete.
Try searching for words like "unsubscribe," "newsletter," "offer," "deal," or "notification" — these words almost always appear in promotional emails, making them easy to find in bulk.
Think about email conversations you had a long time ago that have no ongoing relevance — old appointment reminders, delivery notifications, event invitations from years past, or general chat that you no longer need a record of. These can all be safely deleted.
A good rule of thumb: if you have not looked at an email in over a year and cannot think of a reason you would need it in the future, it is probably safe to delete.
As mentioned earlier, deleting emails only moves them to your Trash folder — they do not actually leave your account until the Trash is emptied. Once you are done deleting, make sure to empty the Trash to actually free up the space.
Try to spend a few minutes every week or two going through your emails and deleting anything you no longer need. Think of it like tidying a desk — a little effort regularly prevents a big overwhelming pile later on.
If you would like help with this process, our support team is always happy to guide you through it.