Mail App On Macos Uses Alot Of Memory

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One of the major issues most users have with Outlook is the fact that it gets really slow and eats up a lot of memory on their systems. I have a 1.5 GB Outlook file, but Outlook runs fast and doesn’t hog all the resources on my computer! Why?

Well, it’s because I optimize my Outlook by doing a few routine tasks to make sure it stays clean and slim. Instead of dealing with Outlook crashes, crazy error messages, memory hogging or wasting time waiting for Outlook to load, why not follow my advice below to make Outlook fast and responsive.

One thing you want to understand about Outlook is that it’s completely run from a database. All your emails, tasks, calendar items, business contacts, etc. are stored in a database file. To reduce memory usage and make Outlook fast, that database needs to be small and optimized.

Reduce Outlook Memory Usage

Rule 1. Firstly, make sure you have AutoArchive turned on in Outlook. You’re probably never going to look at those emails from 5 years ago again are you? Instead of having thousands of emails in your Inbox, AutoArchive will move the older ones to a new PST file and keep your current PST file slim. You can always find those older emails later by doing a search.

Click on File and then click on Tools and then Mailbox Cleanup. You’ll see several options as shown below. I would check the mailbox size and if it’s anything over 500 MB, you should turn on AutoArchive or delete any emails that are taking up a large amount of space. Also, make sure to empty out the deleted items folder afterwards as that still takes up space.

It’s also worth noting that you have to do this for each mailbox you have setup in Outlook. That’s why it’s a good idea to turn on AutoArchive because it will take care of it automatically without any intervention.

If you don’t want to do that, at least move all older emails to another folder so that Outlook does not have to load thousands of emails every time it comes to the Inbox, thus causing higher memory usage.

Rule 2. Make sure you are only using essential add-ins for Outlook. A lot of programs love to install add-ons to Outlook automatically, such as Adobe, EverNote, Wunderlist, etc. Even Microsoft adds a bunch of stuff that I normally disable like Skype, OneNote, SharePoint, etc.

If you don’t use them, get rid of them! They have to be loaded into memory when Outlook is started and they make the program slower also. To actually disable an add-in, you have to select COM Add-ins in the combo box at the bottom and click Go. Another window will popup and you can uncheck the items you don’t want.

Rule 3. Outlook comes bundled with the Speech and Handwriting Recognition features that are a part of Windows. If you don’t use this, disable it so that it doesn’t load every time Outlook starts. It will also prevent your system from scanning your emails, etc.

You can go to Control Panel, Speech Recognition and then click on Advanced Speech Options.

Under User Settings, uncheck the Review documents and mail to improve accuracy option.

Rule 4. Use a different program for RSS feeds and Internet calendars. Yes, Google Reader was great and now that it is gone, why not use Outlook to manage your feeds right? Bad idea! There are still many good online and offline RSS readers that you can use other than Outlook.

Outlook just wasn’t designed to handle RSS feeds all that well, so anything more than a couple will slow down Outlook. You can use Google Calendar for any Internet calendars you want to follow.

Rule 5. For some reason, people forget about their spam and trash folders. Empty them out! Someone like me gets hundreds of spam emails a day! That’s all stored in the Outlook database and slows it down. Empty your spam folder and your trash folder often.

Rule 6. Compact your PST file every once in awhile. You can do that by going to File, then Data Management. Next click on the PST file and choose Settings. Then click the Compact Now button.

In newer versions of Office, you need to click on File and then Account Settings. Click on the Data Files tab and double-click on the data file you want to compact.

Outlook will do this automatically in the background, but only runs when your computer is Idle and Outlook is open. Sometimes this situation never comes up, so it’s good to do it manually once in awhile.

Rule 7. If you have really large Outlook files and search indexing is enabled, it could be causing massive slowdowns in Outlook. It may be a good idea to disable search indexing for Outlook until you need it or delete and rebuild the index in case. In any case, you should reduce the size of your main data files to make the index smaller.

Just click on Start and then type in search. Click on the Change on Windows searches option to remove Outlook from the search index.

Rule 8. Another big slow down for Outlook is any kind of anti-virus program that scans all your emails. Now this is very useful if you are someone who is prone to clicking on malware links or being spoofed by fake emails. Unfortunately, even the savviest of users sometimes get tricked, so the extra protection is helpful.

However, depending on the anti-virus program, it can really make things very slow in Outlook. If you are having this issue, it’s a good idea to turn off the anti-virus for Outlook and see if the problem goes away. If it does, you should consider a different program that is more efficient with the scanning.

Rule 9. This tip only applies to Microsoft Exchange accounts, so it won’t work for POP or IMAP accounts. Basically, you want to enable Cached Exchange Mode, which means the emails will be stored locally and accessed faster.

Go to File, Account Settings and then double-click on the email account under the Email tab. Check the Use Cached Exchange Mode box.

Hopefully, these actions will reduce your Outlook memory footprint and make it run faster! Also, make sure you install the latest updates and service packs for Office and Windows as these tend to help with performance and memory leak issues! Enjoy!

Having to play around with large video files can be a headache when my system has a blazingly fast SSD drive but is only 500GB in size. Going to the macOS storage analyzer can be a mixed bag of easy to understand actions to reduce disk usage to cryptic descriptions that are more daunting to deal with.

We have spoken about how to rid your computer from data noted in 'other' which in short is space taken up by caches, plug-ins, and documents. But now we'll show you how to reclaim some of your disk space from your 'System' disk usage.

Time Machine and local backups

If you run Time Machine for backups over Wi-Fi like I do, then macOS High Sierra will simultaneous use your remote backup disk and your local disk to save backups to. The reasoning behind this is that in the event the remote backup disk is not available or present, then you can recover files in spite of a missing remote backup disk and recover from the local disk.

In fact, macOS High Sierra manages this disk usage seamlessly without user intervention. It also purges local backups if disk space starts to get too low. However, sometimes the purging doesn't happen to leave enough disk storage for my very large video files and I'll get a 'not enough disk space' message. And instead of waiting for macOS to catch up with my disk space requirements, I can force the purging from the terminal.

Determining if you have a large amount of 'System' disk usage

To see if this method will help you reclaim some disk space we need to check the macOS System Information.

  1. Click the from your desktop.
  2. Click About This Mac.

  3. Click the Storage tab. You'll be greeted with a color-coded categorization of what your disk is being used for.

In my case, 'System' (meaning the operating system) was clearly using the most space. Although I understand the reasoning behind why Time Machine is storing local backups, I didn't feel that I needed so much of my disk space devoted to these local backup snapshots.

If you have other categories that have very high disk usage you can click the manage button to get more details on what is using that disk space and possibly delete those things that you determine to no longer have use for.

Purging local backups

Please note that although this doesn't affect your remote backup from Time Machine, this will get rid of the redundancy (at least until the next Time Machine backup) that a local backup disk will provide. If you need such redundancy or are worried about the recovery of your data then you would be best served to let macOS determine when to purge these files.

  1. Start Terminal from spotlight.
  2. At the terminal type tmutil listlocalsnapshotdates.

  3. Hit enter.

Here, you'll now see a list of all of the locally stored Time Machine backup snapshots stored on your disk.

Next you can remove the snapshots based on their date. I prefer to delete them one at at time. Once my 'System' disk usage is at an acceptable level, I stop deleting but you can delete all of them if you want to reclaim all of the disk space.

  1. Back at the terminal, type tmutil deletelocalsnapshots where will be one of the dates from your backup. This will be in the form of xxx-yy-zz-abcdef. Try to start with the oldest snapshot.
  2. Hit enter.

  3. Best free photostitch software for mac download. Repeat for as many snapshot dates as required.

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You can watch your System Information graphic free up disk space in real time to see if you've removed enough.

I want to stress that this should only likely be used if you absolutely immediately need to reclaim the disk space. Otherwise macOS does a pretty good job in managing the unused disk space for local backups and purging when it deems necessary.

Are you running out of disk space? What have you done about it? Let us know in the comments!

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