Exchange Quota Warning - tips and Archiving in Windows – DotCIO - IT Services and Support Center

Overview

Mailbox quota information:

NOTE: Mailbox size directly effects the performance of your e-mail client, especially in situations where you are retrieving e-mail from off campus. Below is information regarding your Exchange mailbox quota. See Exchange policies.

You will receive a reminder when your mailbox size is: 1.9GB
You will not be able to send e-mail, but may continue to receive e-mail at: 2GB
You will be unable to send or receive e-mail at: 2.3GB

Procedures

You can free up space by: Emptying your "Deleted Items" folder
Customer Search folder for Large mail: Create custom search folder that will only show emails that are large in size.
- Select the Folder menu.
- In the New group, select New Search Folder.
- Under Organizing Mail choose Large mail. Click OK.
- This folder will remain and will be a good folder to concentrate on if you can delete from and/or remove attachments.
Clean up conversations – multiple back-and-forth messages – the last message may have everything from the previous messages:
- Select per message: Home – Clean Up – Clean Up Conversation
- Clean up Folders/SubFolders: Home – Clean Up – Clean Up Folder or Clean Up Folder and Subfolders
Attachments take up a lot of space, you can save attachments and then delete the email or save the email without the attachment.
- In Outlook, "Filter" your emails by attachments. Click "Email" or "Filter Email" at the far right of the Home tab and choose "Attachments" or "Has Attachments", for later versions of Outlook you may have to click Apply. You can save your attachments to Box (Register for a Box account: https://dotcio.rpi.edu/box) and then either delete the email or save the email without an attachment.
- To save the email without an attachment, Open the email, click once on the attachment, Click "Save File" Click OK. Once you saved the attachment, save the email without it by clicking on the drop-down arrow to the right of an attachment and choose Remove attachment - click the Save icon
Archiving your emails. - You can use "AutoArchive"