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Easiest way to find largest emails in Outlook app.



Hello everyone,
For work requirements I would need to extrapolate via Powershell or BAT the size of mail attachments for each of our users.
We use the Office suite as the program installed on the PC to which we apply the last year mail retention rule.
Looking online I find only total mailbox sizing or similar, I found however only this guide : https://support.microsoft.com/en-us/office/find-all-messages-with-attachments-b1395e66-804f-4d05-99ef-0fbd9618fecf which allows me to do what I am looking for but as anticipated before only on the last year of mail.
I certainly can't download every year so as not to fill up the PC disk and definitely an operation I can't do on more than 150 users.
Thank you all for the support!

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Dear Emir Guetari

Good day! Thank you for posting in the Microsoft Community. We'll be happy to help!

First of all, we apologize for the inconvenience and inconvenience caused to your work. Based on your description, you can easily find the largest emails by sorting your mailbox by size. Here's how:

1. Open Outlook and go to the folder you want to search (e.g. Inbox, Sent Items, etc.).

2. Click on the "View" tab in the ribbon.

3. Click on "View Settings" and then "Columns".

4. In the "Select available columns from" dropdown, choose "Size".

5. Click "Add" and then "OK".

6. Your mailbox will now display a "Size" column.

7. Click on the "Size" column header to sort your mailbox by size, with the largest emails at the top.

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You can check out the screenshot of my test above, so that all emails will show their size and will be automatically arranged in descending order.

Thank you in advance for your understanding. Your patience and cooperation will be greatly appreciated. I hope for all the best!

Sincerely

Kerry Chen | Microsoft Community Moderator

* Beware of Scammers posting fake Support Numbers here.

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I see no "Advanced View Settings",

Or columns under "View Settings"

under Help and search, columns doesn't show up.

I have Microsoft Outlook Version 1.2024.327.300 (Production).

Do I need a newer version?

Thanks

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Agree! I also cannot follow the instructions given as per your comments!!

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Hello all,
Found a PS1 that does the job.
Visit here : https://lazyadmin.nl/powershell/office-365-mailbox-size-report/

Thanks all for the support!

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Actually I've just followed the second screen image (which I think should be separated from the first) and that has worked. So I've changed to "Focused", gone to "other" and then clicked on the double arrows at the end which allows you to order by size.

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Hi, could you please show me where can I select that under the New Outlook 365? Much Thanks

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I have the same issue. Once I get to step 3 of your instructions

. Click on "View Settings" and then "Columns"

I click on view setting but columns is not available please can you advise and show screenshots

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Last updated March 19, 2025 Views 25,143 Applies to: