Clean up e-mail inboxes
In the following instructions, we will show you how to clean up your mailbox in the following e-mail programs:
- Mozilla Thunderbird
- Gmail app (smartphone or tablet)
- Microsoft Outlook
- Apple Mail
- Windows Mail
- Webmail
- Roundcube
If e-mail mailboxes are set up, they must be allocated a certain size (in our case between 25 MB and 10 GB). Mails can only be received as long as there is enough storage space available in the mailbox. If the mailbox is full, the sender receives a message that the e-mail could not be delivered. If the mailbox is 70% full, the owner is informed by e-mail so that any mails that are no longer required can be deleted to free up storage space. Alternatively, the size of the mailbox can be adjusted to suit requirements.
POP3
- Open Mozilla Thunderbird.
- Right-click on the e-mail to be deleted and select Delete. The message has been moved to the Thunderbird trash.
- To permanently delete the e-mail from Thunderbird, select the Trash folder. Then right-click the email and select the Delete option again. Confirm the prompt asking whether you want to delete the e-mail permanently.
The e-mail is now deleted.
IMAP
- Open Mozilla Thunderbird
- Right-click on the email to be deleted and select the Delete option. You have now moved the message to the trash.
- To delete the e-mail permanently, first select the Trash folder. Then right-click on the email again and select the Delete option again. You will then be asked whether you want to permanently delete the email. Confirm this by clicking on Delete.
The e-mail is now permanently deleted.
POP3
- Open the Gmail app.
- Select the email to be deleted by pressing and holding your finger on the email.
- Tap the trash can icon to delete the email. You have now moved the email to the Gmail trash.
- To delete the email permanently, switch to the Trash folder. To open the trash, tap on the hamburger icon (3 horizontal lines) at the top left of the screen.
- Then select the recycle bin.
- To empty the recycle bin, tap on "Empty recycle bin now" to remove all emails from the recycle bin.
The e-mail is now deleted.
IMAP
- Open the Gmail app.
- Select the email to be deleted by pressing and holding your finger on the email.
- Once you have selected the email, click on the trash can icon that we have selected. The email has been moved to the trash.
- To delete the e-mail permanently, please switch to the Trash folder. To open the trash, click on the hamburger icon (3 horizontal lines) at the top left.
- Then select the recycle bin.
- To empty the recycle bin, simply tap on "Empty recycle bin now".
All emails in the recycle bin have been deleted.
POP3
- Select e-mail
- Either right-click on the selected email and click on delete or go to the trash in the header bar.
- Then go to the Deleted items folder.
- To permanently delete the email from Apple Mail, select the email as described in point 2 and delete it.
The email is now deleted.
IMAP
- Select e-mail.
- Either right-click on the selected e-mail and click on delete or go to the recycle bin in the header bar.
- Then go to the Deleted items folder.
- To delete the email permanently, select the email as described in point 2 and delete it.
The e-mail is now permanently deleted.
Activate recycle bin instead of marking emails as deleted
- To activate the recycle bin: Click on the gear -> User settings -> Webmail -> Delete and move messages.
- VERY IMPORTANT! You must select a recycle bin folder, otherwise mails will be moved to a virtual recycle bin.
- Now you can set the intervals at which the mails should be automatically deleted from the trash.
- Of course you can also delete emails manually.
- Check the box next to the e-mail you want to delete.
- Then click on Delete to delete the e-mail.
The e-mail is now permanently deleted.
Delete emails that are older than a certain date
We will now show you how you can easily delete emails that are older than a certain date.
1. click on the arrow in the search field in the webmailer and select "Advanced search...".
2. now select "Date" in the search criteria and define the start and end of the search period to the desired date. The end date should be defined after the start date.
3. enter the desired folder as the search folder.
4. then click on "Send" to start the search.
5. if you now want to delete all messages, click on the box at the top left (Select all) and then on the "Delete" button.
POP3
- Select the email to be deleted.
- Now you can either click on the trash can or right-click on the email and then select Delete. Alternatively, you can also click on the three dots and then delete the email.
- To permanently delete the e-mail from Windows Mail, go to the Deleted folder, select the e-mail you want to delete and repeat step 2. If you do not see the folder, click on "More" and then "Deleted".
The e-mail is now deleted.
IMAP
- Select the email to be deleted.
- Now you can either click on the trash can or right-click on the email and then select Delete. Alternatively, you can also click on the three dots and then delete the email.
- To delete the email permanently, go to the Deleted folder, select the email you want to delete and repeat step 2. If the folder is not displayed, go to More and then to Deleted.
The e-mail is now permanently deleted.
