What To Do If Your Inbox is Full


Empty Your Mailbox

*Before Starting Please note that deleting emails from your inbox or from the server will permanently remove them. Make sure you first archive your mail box or move your emails to a local folder if you don’t want to permanently loose them. 

When your mailbox is full there are a couple of ways to free up space. With the business web marketing servers, there are three ways email space can be freed up

1. Delete the unwanted emails

If Your Computer connects to mail using Imap, you can delete the unwanted emails off your mailbox. Delete the trash folder emails, junk folder emails, sent folder emails and then inbox emails you don’t need anymore. Deleting them off your mailbox will permanently remove those emails from all your devices so take care.

2. Archive your mailbox

If Your computer connects to mail using Imap, You can also Archive your mailbox (take email from your mail account onto a local folder) Please note this will mean you will only be able to access the emails you archive on the computer you archived them on, but it does mean you will free up space. See the videos on this page for how to archive a mailbox. If you use another email client other than outlook, search on youtube for similar guides on how to archive.

3. Log Into the Server Directly

Log Into the Server Directly. If you are not sure if you are connected with Imap or pop, you can go to the server directly to see your mail box. IN a web browser go to:

  1. “domain”/webmail. (eg www.businesswebmarketingaustralia.com.au/webmail)
  2. Use your email as your username and your email password to log in
  3. Select one of the mail programs (horde, round cube, squirrel)
  4. View your folders and delete emails you don’t need

Your entire mailbox is full. This means that your sent mail folder, trash folder and inbox folder combined. Often the sent folder and the trash need to be emptied to free up space.

The business web marketing server is designed to serve websites quickly. It is not primarily an email server. Because of this we can only offer a basic email service with relatively small inboxes. For large enterprise solutions many companies will use dedicated email servers such as office 365.

POP3 and IMAP are two different protocols (methods) used to access email. Of the two, IMAP is the better option – and the recommended option – when you need to check your emails from multiple devices, such as a work laptop, a home computer, or a tablet, smartphone, or other mobile device.

When it comes to a full mailbox, imap setups often will get full quicker. Why? because usually with pop this is what happens:

POP: Email hits server – Pop account pulls email from server onto device / computer – Pop account triggers email to get deleted off server.

Wheres with Imap this is what happens:

IMAP: Email hits server – Imap account(s) pull emails from server onto devices – Imap account syncs actions taken with server. If let inbox, sent folder and trash folders accumulate emails in your Imap account on your computer, they will also keep the server mailbox full as Imap accounts and server all sync so they are the same


Best practice is to regularly archive your mail (transfer emails from your server inbox onto a locally stored folder). This means you keep your mailbox light and lean and uncluttered. A well managed inbox could look like:

  1. Current emails from the month stay in main inbox, sent box and trash box
  2. At the end of each month transfer your emails across from inbox, sent box and trash folder to an archive folder that is set up on your main working computer
  3. At the end of each year clear out your archive folders so you keep only your important long term emails and empty junk, trash and sent folders if you don’t need those emails.

Some Great guides on email management:




Archiving with Outlook 2013

Archiving with Outlook 2011

Outlook with Outlook 2013 & 2016

Archive With Outlook 365

James is a Digital Marketing Strategist at Halo Digital. For over 10 years, he has been working with Perth businesses, organisations and companies to generate leads through online search. His specialty is formulating strategic digital solutions from website design, messaging, keyword optimisation, content creation, and link building. He lives with his wife, Briony and four children South of Perth in Western Australia.

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