Tips for Maintaining your Mailbox Quota
With the large amount of email sent and received on a daily basis, your mailbox can fill up quickly. The best way to keep your mailbox under the quota is to practice good email management. You should routinely monitor the number of messages in each of your folders. If you do reach your quota, do not ignore email warnings of being over quota. Ignoring these messages will only lead to you eventually not being able to send or receive mail. Following these tips on a daily basis will help avoid having to take time to delete because you are over quota.
Tips to avoid going over quota/What to do if you do hit your quota:
1. Delete what you don't need to save. While this is a very simple point, it is extremely helpful in keeping your mailbox size down. This includes not only your Inbox, but also Sent Items and Deleted Items.
2. Email attachments can use up a very large amount of space. Open attachments and save them to your H:/ and delete the email. It is often beneficial to sort emails by size, and then remove the ones with large attachments.
3. Keep an eye on your mailbox size. You have a 200,000 k limit. In Outlook, right click on Outlook Today and go to Properties and click on Folder Size… In Entourage, control click on Eastman and go to Folder Properties and then the Storage tab.
4. If you are still near quota and have removed all unnecessary emails, then you can store emails on your H:/. To do this, use Personal Folders (Outlook) or Folders on My Computer (Entourage). Mail in these folders does not count against your email quota.
For more information on how to sort email by size, delete large numbers of email at once, or create Personal Folders, see the Microsoft Outlook Tutorial on the Tutorials Page.