If you have had trouble getting the Outlook clean up old items not working as intended, please know you aren’t alone. A lot of users are using this functionality to manage their mailbox size and improve the performance of Outlook. When it doesn’t work, a user will continue to accumulate emails, fill their storage up and have sluggish or unresponsive performance with Outlook.
This will be a complete step-by-step guide on why this issue occurs, along with the safest way to fix it.
What Does the 'Clean Up Old Items' Feature Do in Outlook?
”Clean Up Old Items” in Outlook is an option for users to automatically send older emails, calendar items and tasks to an archive (.pst) file to help reduce the size of your mailbox using AutoArchive functionality.
The feature is useful, especially if
- You are running out of mailbox space,
- Outlook is running slowly, or
- You'd like to have your old emails automatically cleaned up.
However, Clean Up Old Items not working may cause the archiving process to stop or fail.
Reasons Auto Clean Up Is Not Working:
There are 6 reasons Auto Clean Up does not work.
1. Auto Archive Must Be Enabled
When Auto Archive is off, you will NOT be able to automatically move older items.
2. Incorrect Archive Settings
If the Archived item period is set incorrectly (e.g., 6 months, 1 Year) and the items do not meet the criteria to be "old".
3. PST/OST Files are Damaged
An error in your data file creates issues in performing the cleanup process.
4. Folder Properties Override Settings
Some folders will have archiving turned off in their properties.
5. Large or Corrupt Outlook Profile
Corrupt profiles may interfere with the cleanup process.
6. Old Version of Outlook
Having a version of Outlook older than the current version may also be creating compatibility or performance issues.
Steps to Repair Outlook Clean Up Old Items Issue
Use these steps, in order, to fix the issue.
Method 1: Verify Auto-Archive Settings
- Open up your version of Outlook.
- Select File > Options > Advanced.
- In the Auto-Archive section, click on Auto-Archive Settings.
- You should see the following settings:
- Auto-Archive every X days enabled.
- Archive file location in the correct location.
- Archiving period set to approximately how long you intend to keep items that are normally archived.
If also Disable - Enable the first setting and restart Outlook.
Method 2: Clean Up Old Items by Manually Running It
- Go to File > Tools > Clean Up Old Items.
- Choose the folder to Archive.
- Choose the date to archive old items from.
- Choose where you would like to save the archive file.
- Click on OK.
If you are still unable to clean up old items proceed to the next step.
Method 3: Repair Outlook Data File (PST)
Corruption in the data files is one of the major reasons that can lead to cleaning up old items not functioning correctly in Outlook.
Use ScanPST - the built-in Inbox Repair Tool of Outlook:
- Close the Outlook application completely.
- Look for the file ScanPST.exe on your computer system.
- Browse & Locate your PST file and select it.
- Click on Start in order to begin to scan your file.
- Once the scan is complete, you will be shown any errors that were located when scanning.
- Select the “Repair” option on all errors found, and click on it.
Finally, open the Outlook application again and then, attempt to archive again.
Method 4: Check the AutoArchive Settings of a Folder
Depending on the AutoArchive settings of a specific folder, it can override the global AutoArchive settings in Outlook.
- Right-click on the folder in question.
- Select “Properties” option.
- Click on “AutoArchive” tab.
- Uncheck box for “Do not archive items in this folder” if it is currently checked.
Save the changes made, and try to archive again thereafter.
Method 5: Create a New Outlook Profile
A corrupted profile in Outlook can cause cleaning up to not work.
- Open the control panel.
- Select “Mail”.
- Select “Show Profiles”.
- Select “Add” to create a new profile.
- Add your email account details/configuration.
Set the new profile created as default and test the archiving feature thereafter.
Method 6: Update Outlook
Ensure that you are running an updated version of Microsoft Office:
- Go to “File” > “Office Account”.
- Click on “Update Options” > “Update Now”.
- Updates to an out of date Outlook will generally fix any hidden bugs that could potentially affect the clean-up item feature/action.
Manual Fixes That Fail
If none of the above methods work to resolve an issue, the root cause may be something more severe (for example, excessive corruption of the PST file, or restrictions within your Mailbox such as an oversized mailbox).
If you’ve ruled out the prior solutions to repairing the program, consider the following:
- Do not force an archive multiple times.
- Make a copy of your PST file.
- Consider using a professional Outlook management tool or a repair program.
Professional programs can:
- Fix an extremely damaged PST file
- Break apart an oversized PST file into smaller pieces
- Better manage email archiving
- Reduce data loss when cleaning up
- Remove redundant items by using SysTools Outlook Duplicate Remover
Outlook Clean Up Tips:
To avoid another problem with cleaning out old emails in Outlook, you should follow these recommendations:
- Regularly back up your PST File
- Keep Outlook Updated
- Monitor the amount of space in your mailbox
- Set up proper Auto-Archiving
- Avoid force shutting down your computer
By properly maintaining your mailbox will allow for a better experience using Outlook overall and efficient email archiving.
Common Questions about Outlook Archives
Q.1 What are Some Reasons that my Old Emails are not Being Removed During an Archive in Outlook?
A. Emails may not be removed during an archive due to AutoArchive being turned off, the folder properties being incorrectly set, or because of a corrupt PST.
Q.2 Will the Clean Up Old Items Feature Delete Email Items Permanently?
A. No. When using this feature, your email items will not be deleted, but instead they will be moved to an archive PST file (unless otherwise configured for permanent deletion).
Q.3 How Do I Implement Manual Archiving of Old Items in Outlook?
A. You may execute the Clean Up Old Items feature within the File menu and specify a date range to apply the archiving.
Final Thoughts
Although it may be frustrating to have an issue with Outlook clean up old items not working, especially when your mailbox storage is full, there are generally multiple solutions for these types of problems, including adjusting AutoArchive settings, repairing PST files and creating new profiles.
If manual fix attempts do not resolve the issue, you should look at using advanced solutions designed to help ensure that your Outlook data is protected and returned to a fully functional state. Properly maintaining your Outlook by routinely performing the task of maintaining and configuring your email program will help to ensure that you can continue to use your email program with no problems going forward.
