Mailbox sizes are limited:
Students (who are not forwarding) = 100 MB
Faculty/staff = 275 MB
To keep your mailbox below the limit, there are a few things you can do. These recommendations assume you are using Outlook to check your email. If you only use Outlook Web Access, just make sure to delete items from your Inbox, Sent Items, and Deleted Items often and regularly.
For more information, including videos, visit the Training Team's Managing Your Mailbox tutorial page.
When you delete an email, it goes into your Deleted Items folder. You can bypass the Deleted Items folder:
Want to free up space on the server but don’t want to delete or move the email? Try deleting the attachment!
Better yet, don't send attachments through email. Instead, students can take advantage Webspace, and faculty/staff can use their Webspace, departmental server space, or SharePoint site, depending on their department's setup.
You can also use Mailbox Cleanup to search for files older than a specified age or greater than a specified size. This helps you pinpoint emails to delete or move to personal folders. Mailbox Cleanup also allows you to AutoArchive immediately and Empty your Deleted Items folder, both of which will reduce the size of your Exchange mailbox.
Personal Folders are folders that you create on your hard drive to store email messages. Personal Folders have a .pst extension. You can manually move emails from your Exchange mailbox to a personal folder, or create a rule to automatically move certain messages for you.
Personal Folders can be stored anywhere on your hard drive, but can only be viewed using Outlook. Note: If you ever upgrade computers, you will want to transfer this file to your new computer - so make sure you know where you put it! You also want to be able to Backup this file along with your other important documents.
Personal Folders are a great way to manage the size of your mailbox. You can move email from your Exchange mailbox to your own computer so that your mailbox on the server remains smaller than the designated 100 MB (students) or 200 MB (faculty/staff) of space.
For more information go to Outlook Personal Folders.
Because offline personal folder files are saved on your personal computer, you can allow them to get very large and not worry about filling your Exchange mailbox. However, since that email now only resides on a particular computer, if you are using a different computer or are using Outlook Web Access, you cannot see emails saved in your pst file.
AutoArchiving is a built-in feature in Outlook that automatically moves files from your Exchange server to a personal folder file on your computer. It allows you to save older emails without hogging space in your Exchange mailbox. An archive folder is just an offline personal folder that automatically moves email based on date.
AutoArchive is a two-step process:
You can set all folders to a default setting or give each folder individual settings.
To set the default settings:
To set an individual folder's archive settings: