Outlook Sort by Message Size: How-To

To sort your Outlook mailbox by message size, open the folder you want (like Inbox), switch to the View tab, click Add Columns, add the Size field, then click the Size column header to sort largest to smallest. This works in Outlook for Windows, Mac, and on the web, though the exact clicks differ slightly by version.

Why Sort by Size?

Sorting by size helps you find the emails that are eating up your mailbox storage. Most email accounts have a quota—often 50 GB or 100 GB—and when you hit it, you can’t send or receive new mail. Large attachments (photos, PDFs, videos) are usually the culprit. Sorting by size shows you the biggest offenders at the top, so you can delete or archive them quickly. It’s also useful for cleaning up before an archive migration or when you’re trying to reduce sync time on a mobile device.

How to Sort by Size in Outlook for Windows (Desktop)

1. Open the folder you want to sort (e.g., Inbox, Sent Items, or a subfolder).
2. Go to the View tab and click Add Columns (in the Current View group).
3. In the “Advanced View Settings� dialog, click Add in the “Columns� section.
4. In the list of available columns, find Size (it’s under “Frequently used� or you can search). Click it, then click Add and OK.
5. Back in the view settings, the Size column now appears. Click OK to close.
6. Now click the Size column header in your message list. Click once to sort ascending (smallest first), click again to sort descending (largest first).

If you prefer a quicker method, you can also right-click any column header (like “From� or “Received�) and choose Field Chooser, then drag the “Size� field onto the column header row.

How to Sort by Size in Outlook on the Web (OWA)

Outlook on the web (the browser version) has a simpler approach:

1. Go to your Inbox (or any folder).
2. Click the Filter button (the funnel icon) in the toolbar above the message list.
3. Select Sort by and choose Size.
4. Click the arrow next to “Size� to toggle between largest first and smallest first.

You can also add the Size column by clicking View > Columns > Add columns, then checking “Size.� The column appears, and you can click its header to sort.

How to Sort by Size in Outlook for Mac

In Outlook for Mac (the classic version):

1. Click the folder you want.
2. Go to the Organize tab (or View > Columns).
3. Click Columns and check Size.
4. Click the Size column header to sort.

In the newer Outlook for Mac (the “Outlook for Mac� that matches the web interface), the steps are the same as the web version: click View > Columns > Add columns, add Size, then click the header.

Common Problems and Fixes

• Size column is missing: In the desktop app, you may need to reset the view. Go to View > Reset View to bring back defaults, then re-add the Size column.
• Sorting doesn’t show all messages: Make sure you’re not in a focused inbox view that hides other messages. Switch to “Allâ€� or “Unreadâ€� filter as needed.
• Size column shows “0 KBâ€� for all: This happens when the column is added but the view hasn’t refreshed. Click the column header again or restart Outlook.
• Can’t find Size in Add Columns: In older Outlook versions, look under “All Mail Fieldsâ€� in the Field Chooser. It’s there.
• Sort by size doesn’t work on shared mailboxes: It should work, but if the shared mailbox is added as a separate account, open that mailbox folder and repeat the steps.

Tips for Cleaning Up Large Emails

Once you’ve sorted by size, you’ll see the biggest emails at the top. Before deleting, ask:

• Do I need this attachment? If not, delete the email.
• Can I archive it instead? Move it to a local .pst file (in Outlook desktop) or to an archive folder in the cloud.
• Is it a duplicate? Use the “Clean Upâ€� feature (under Home > Clean Up) to remove redundant messages in a conversation.

If you want to see the total size of a folder, right-click the folder, choose Properties, and look at the “Folder Size� button. That gives a breakdown of the folder and its subfolders.

Frequently Asked Questions

How do I sort by size in Outlook 365?

Outlook 365 (the desktop app) uses the same steps as any Outlook for Windows: View tab > Add Columns > add Size, then click the column header. In the web version, use the Filter > Sort by > Size option.

Why doesn’t my Outlook have a Size column?

The Size column is not shown by default in most views. You have to add it manually. In the desktop app, go to View > Add Columns. In the web app, go to View > Columns > Add columns and check Size.

Can I sort by size in the Outlook mobile app?

No, the Outlook mobile apps (iOS and Android) do not currently offer a sort-by-size option. You can use the “Filter� feature to narrow down by attachments, but not by size. Use the desktop or web version for that.

How do I find the largest emails in a shared mailbox?

Open the shared mailbox folder in Outlook desktop, then add the Size column and sort. The steps are the same as for your own mailbox. If you don’t see the shared mailbox, it may need to be added as a separate account in your profile.

Does sorting by size affect the actual order of my emails?

No, sorting only changes the display order. Your emails are not physically moved. If you close and reopen Outlook, the sort order may reset to the default (usually by date). You can save a custom view if you want to keep the size sort.

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