Sometimes it may be necessary to clean your mailbox and reduce its size. You may wish to organize your emails better to improve your productivity, prevent your inbox from getting full and exceeding your quotas, so you can continue sending or receiving emails and, in some cases, ensure that your email client works properly.

The following tips will help you optimize your Private Email mailbox storage, reducing your inbox and making it easier to work with.

1. Delete unnecessary emails

It may sound simple, but it’s the easiest way to free up some storage. When you receive a new email, decide if it is important enough to keep; if not, delete it. Look through your inbox for other irrelevant messages that can be deleted. Not only does this save your email space, but it also allows you to manage your email correspondence more efficiently. After you delete all the irrelevant messages, it will be easier to find important emails.

2. Periodically clean Trash/Spam folder

Be sure to empty the Trash/Spam folder from time to time in order to save your space for messages you actually want.

To do this, simply open the Trash or Spam folder, click on the folder-specific actions icon (three dots/menu icon next to the folder name), and choose the option to empty the folder.

3. Regularly archive old messages

One more easy way to optimize your mailbox organization is to move old emails you no longer actively use to the Archive folder.

The advantage of this option, as opposed to simply deleting emails, is that archived messages remain available whenever you need them, while helping you keep your main folders cleaner and easier to manage.

Depending on the webmail platform you use, archived emails may be organized differently. Some interfaces may automatically sort archived emails into subfolders, while in others you can organize archived emails manually based on your preferences.

Archiving emails can also make it easier to review older messages and remove unnecessary emails later if needed.

NOTE: Archiving emails helps organize your mailbox, but it does not reduce the storage space used in your mailbox. To free up storage space, you still need to delete emails or move them to local storage outside your mailbox.

4. Avoid storing a lot of emails in one folder

We recommend keeping messages in separate folders rather than storing everything in the Inbox. You can either create folders and move emails manually, or set up filters so certain emails are automatically sorted into folders.

5. Delete unused folders

It may be worth reviewing the list of your folders to determine if there are any that you no longer need, especially if they were created for temporary projects or issues that are no longer relevant.

There are two possible options:

• Delete all messages — removes the emails but keeps the folder itself.
• Delete folder — removes the folder and all its contents.

To do this, select the folder, click on the folder-specific actions icon (three dots/menu icon next to the folder name), and choose the preferred option.

NOTE: If you delete folders, make sure to also remove any related filter rules. Otherwise, incoming emails that match those filters may still be filed into deleted folders on the backend.

6. Optimize your mailbox with Outlook

If you are using Private Email with an Outlook email client and you added a large email account to Outlook, you may experience application pauses. The larger the data file, the more application pauses you may experience. You can use this guide for help with optimizing your storage.

7. Ensure that you receive only desired emails

While it’s true that our anti-spam system filters emails and blocks malicious ones, you may still receive emails that you don’t want, but they are not spam. In this scenario, we recommend reviewing the emails and unsubscribing from newsletters or marketing campaigns that may clutter your inbox. If there’s no possibility to unsubscribe from certain emails, you can always block unwanted senders or emails in the Jellyfish interface. Feel free to use this guide for help.

8. Add or distribute your mailbox storage

If you followed all the previous tips and you still need more storage, don’t fret. With Private Email, you can distribute email storage among your mailboxes. For example, you can add storage to an almost full mailbox, using storage space from another one that doesn’t need the storage assigned to it. Feel free to refer to this guide for help.

If you do not wish to decrease Email Storage for the existing mailboxes, but still need more space, you can order an additional mailbox and use its email space. Alternatively, you can upgrade your plan (if possible) to a higher one to get more storage. You can use this guide for help with this.

NOTE: It is possible to check how much storage each mailbox is using in your Namecheap account on the page where you manage your Private Email subscription in the Mailboxes section: