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Mailbox size limits

ISTS have applied a storage limit to all Exchange mailboxes. When you have reached this limit you will get a message, similar to the following one:

 

Subject: Email Storage Warnings Exchange User, Email Server storage limits are currently being optimised... if your mailbox size is excessive, you may shortly receive a system generated message as described below: Your mailbox has exceeded one or more size limits set by your administrator. Your mailbox size is xxxxxx KB. Mailbox size limits: You will receive a warning when your mailbox reaches yyyyyy KB. You may not be able to send or receive new mail until you reduce your mailbox size. To make more space available, delete any items that you are no longer using or move them to your personal folder file (.pst). Items in all of your mailbox folders including the Deleted Items and Sent Items folders count against your size limit. You must empty the Deleted Items folder after deleting items or the space will not be freed. See client Help for more information.

 

When you receive this message you will have to reduce the total mailbox size to ensure that you are still able to send and receive email. To do this you must delete some of your email messages from the Exchange server.  You may also like to consider applying for an increase to your mailbox quota.

The first warning is generally just that, a persistent warning message only! If this message is ignored, as the mailbox size further increases, the ability to send email may be restricted, and if ignored after that, the ability to receive email may be blocked.

To reduce the size of your mailbox:

Step 1: Check the size of your mailbox

It is recommended that you check the size of your mailbox on the Exchange server.

You can check the size of your mailbox as follows:

Right-click on the Mailbox folder. Select the Properties option. Click on the Folder Size button.  From this dialogue box you will be able to tell which folders are of an excessive size.

Step 2: Delete all emails that are no longer required

It is recommended that you browse the contents of your mailbox to ensure that you do not have any unnecessary messages on the server.

Check the contents of your Sent Items folder.  You may not need all of these messages. You can delete any attachments in these sent items that are stored elsewhere and still retain a record of correspondence.

Check the contents of your Deleted Items folder. When you delete email messages they are moved into your Deleted Items folder. You must delete the messages from this folder to entirely rid them from the server.

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