It is no secret that e-mails have been very useful in people’s daily lives and that is why, over the years, they have been increasing their functions until they have become truly essential tools. So, they are no longer simple mailboxes where you can receive and send emails, but one of the most used and necessary applications on computers and mobiles.
In this sense, one of the most widely used email clients today is undoubtedly Gmail. Which, is provided by the famous American company Google and allows you to easily check your calendar, send all kinds of files, manage your contact lists and hundreds of other things.
However, when using this email service so much, it is very likely that the inbox will become completely full and therefore more complicated to receive messages. So, it’s necessary to free up some space in your Gmail account, and this is what we’ll focus on throughout the post.
How is mail organized in Gmail, and what types are in each section?
But, before proceeding to know the steps required to free up storage space in Gmail, it’s important to know how mail is organized in this famous service and also, the types of emails that are in each section contained there. Then, to begin with, we indicate that the standard and/or free Gmail account, offers only 15 GB of capacity to its users.
In this sense, this space may be very little available for those people who, when carrying out their academic or work activities, rely entirely on their Gmail account. Although there is a G Suite Basic edition that has 30 GB of storage available, many users can’t afford it.
Therefore, it’s helpful to free up space in Gmail so you can receive new mail. But, to keep your information of interest, it’s worth understanding what kind of emails are stored in each section from which the service organizes all the emails in your account. Here’s what you’ll find out:
As the name of the tab indicates, this is where the main messages you receive in your email account are included. That is, those more classic and personal emails that arrive in your inbox. Whether they are from family and friends, as well as those not shown in the other categories of the service.
This category is basically where all the emails that relate to offers, discounts, promotions and any number of advertising messages sent to you are housed. It’s generally considered the least important tab in Gmail, and in some cases, it’s even annoying to some users.
Another tab that Gmail uses to organize all of your information in Gmail is the ‘Notifications’ tab. It classifies the emails that are generated by different systems, automatically. Such as subscription confirmations, receipts, payment invoices, or account statements.
It is a tab that is responsible for hosting all emails from social networks, messages from websites to share information of interest to you or multimedia files, video game platforms. As well as notifications coming from Internet dating services, etc. In short, everything related to those messages concerning the social field.
This is a typical category in Gmail that contains messages from mailing lists (also known as ‘distribution lists’), as well as discussion forums from multiple websites, various Internet groups, and more.
These are those emails that the same Google email service identifies as suspicious. Once you access this Spam tab, you’ll see all messages marked as spam, both by you and by Gmail. This means that these are unsolicited bulk messages that are often considered ‘spam’.
Also called “Drafts” in English, are emails that serve the function of saving, from time to time, the email you are writing. So, if you are writing a long text and do not have enough time, you can save the message in this section to continue at another time. Apart from this, the “Drafts” tab is also in charge of saving the emails that, due to connection problems, could not be sent.
Steps to free up storage space in Gmail by deleting old mail
We’ve reached the section of greatest interest in this post, as it deals with the procedures you can follow to free up storage space in your Gmail account and with this, enjoy more capacity to receive new emails without restriction.
This way, let’s get started:
Delete an email
You may only want to delete an email from your account, i.e. a specific message. This being the easiest procedure to follow.
Below, we detail step by step what you will have to do:
- To get started, sign in to your Gmail account with your email address and password. Then, go to the section of the service from which you’d like to delete the particular email.
- Once this is done, navigate to the tab indicated until you find the message you want to delete from there and once you locate it, click on it to access it.
- After that, if you are running the procedure from your computer, look for the three vertical menu items that print “More” and are located right next to the “Reply” button. When you click on that menu, you will see several options and among them, the one that says “Delete this message”. This will delete a specific email.
Delete emails from a whole page
Another useful way to free up storage space in Gmail is to delete messages that are on an entire page in your account.
In this case, the process is much simpler than the previous one and we indicate it here:
- First, sign in to your Gmail account and go to the section where you’d like to delete email content.
- Now, find the specific page that contains the messages you want to delete. Note that to navigate between pages, simply click on the left and right arrows in the upper right corner of the mail window (next to where they indicate the number of messages).
- Once you are on the specific page, proceed to check all messages using the box above each inbox, specifically on the left hand side of the title of the received mail.
- Finally, when you have all the messages marked and they look blue, click on the “Delete” trash icon that you see in the top section and you’re done.
Remove all mail from a section
Many users are more radical and because of this, they choose to delete absolutely all emails they’ve received in their Gmail account. This way, your account can be almost as good as new and thanks to this, you can use almost all the storage capacity that the standard account of this service of the Giant of Gmail offers.
Although you may think that this is a more tedious procedure and that it will take a long time, the opposite is true.
Thanks to that, removing all the emails from a section is very simple and here, we detail it:
- To get started, log in to your email account and find the section you want to delete. In this case, we’ll do it with the “Main” one.
- Then, in the upper left corner of the screen, tap on the down arrow icon (the first one there).
- Now, among the options you see in the new drop-down menu, click on the first selection that says “All” (1). This will select all the messages on the page and to choose all the conversations, click on the option that says “Select XXXX Main Conversations” (2).
- With the above, simply click on the “Delete” icon and immediately, all emails will disappear.
On the other hand, to remove the messages from the other tabs (Notifications, Social, Spam, etc), you have to enter each one of them and do this same procedure. So, empty the whole email account and enjoy more space available.
List of extensions and tools to automatically delete mail in Gmail
Fortunately, there are also several tools that allow you to automatically delete mail in your Gmail account. So, they’re able to run these procedures much faster and with greater simplicity.
Here are some of the best extensions and tools available for this purpose:
- Email Studio: This tool is an add-on to the Gmail service, which is responsible for helping you keep your email account much cleaner and clearer. That is, it ensures more free space and runs it automatically. Thanks to that, it deletes all the emails you received more than a month ago and also those that are in a certain folder or that are from specific senders.
- The Top Inbox for Gmail: It’s a browser extension that has the ability to self-destruct sent mail. This is an extremely useful feature that the Gmail service lacks. Then, the extension will allow you to send self-destructive emails; ideal to send confidential information and not to save more unnecessary messages in your account.
- Dmail: Although it is based on a tool with which you can encrypt your messages so that they can only be read by you and the recipient, the truth is that it is also a good solution for not saving messages in your account. Because, it makes the mails self-destructive and with that, they don’t take up any more space there. It’s a Google Chrome extension.
- Gmail Meter: This is another Chrome extension that, although it doesn’t automatically delete emails, gives you detailed information about the emails you send, the emails you receive, the spam, and much more; so you can know which ones are really unnecessary and proceed to delete them to free up storage capacity.
What kind of emails take up more storage space in my inbox?
It’s also important to know which emails can take up the most storage space in your Gmail inbox.
From there, you’ll be able to delete the messages that are actually consuming a significant amount of capacity, thereby freeing up space more efficiently when you use the Gmail Meter tool or do everything manually with the procedures detailed in the post.
In this sense, mainly, it is important to emphasize that the mails weigh according to the file they send you in them. In Gmail, not only can you share and receive text, but you can also attach a variety of files. These are the ones that make the inbox consume more and end up taking up all the standard space available.
Therefore, it is recommended that you set a limit of 15 MB for each message, so that if some of them take up more than this amount, it is best to delete them since they are the ones that spend a large part of the inbox, in general.
This post is also available in: Português (Portuguese (Brazil))