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Email Quotas

Your quota on the Exchange system applies to email, calendaring, and any other information that you store in Exchange. Your default quota on Exchange is 1GB.

You will start receiving notifications that you are near your quota when you reach 90%. If you reach 95% of your quota, you can continue to receive email, but will be unable to send new email from your account. If you reach or exceed your maximum quota, you will not be able to send or receive new messages.

Checking Exchange Quotas
Managing Exchange Quotas
Quota Increase Requests

Exchange Quota Messages

Quota alert messages from the Exchange service will be similar to the following:

 

• Mailbox quota messages are sent flagged high importance
• Mailbox quota messages are sent only with Microsoft Outlook or Microsoft Exchange in the From field
• Quota messages include a graphical representation of mailbox quota and available space
• The Subject line is hard-coded into Exchange and will not vary (see possible Subjects in the table below).
• Also notice that the body of the email has no active links to click, does not ask you to respond to the message, call anyone, or ask for a username and password. It also uses your proper name for the To: field, as opposed to your email address or an email alias address.

 

Event Triggering an Email Notification	Message Subject Line
Mailbox of unlimited size exceeds its Issue Warning quota	Your mailbox is becoming too large
Mailbox of limited size exceeds its Issue Warning quota	Your mailbox is almost full
Mailbox of limited size exceeds its Prohibit Send quota	Your mailbox is full
Mailbox of limited size exceeds its Prohibit Send and Receive quota	Your mailbox is full

Checking Exchange Quotas

OWA Premium (IE Only)
Outlook 2011
Outlook 2010
Mac Mail
 

OWA Premium (Internet Explorer Only)

Note: OWA Light does NOT provide the ability to view your quota use. Browsers other than Internet Explorer only provide OWA Light at this time.

1. Login to OWA
    
2. Hover your cursor over the top folder of your mailbox listing. (Usually the folder name is your name or the departmental account name).
   
   A bar will display the amount of your quota use, and will state how much mailbox space you are using.
   
   
    

Outlook 2011

1. Open Outlook 2011
    
2. Ctrl-Click (or right-click) on Inbox. A menu will be displayed
    
3. Select Folder Properties
   
   
    
4. Select the Storage Tab
   
   

The window will display values for the Inbox and all subfolders stored on the server in your account

Outlook 2010

1. Log in to Outlook
    
2. Right-click on the top level of your Exchange account
   
   
   
    
3. Choose Properties for "Mailbox - Your Name"...
   
   
    
4. From the General tab, click Folder Size...
    
5. In the Folder Size dialog, click on the Server Data tab. The number in the Total size (including subfolders) field is your total quota use.
   (The default maximum quota for all Exchange users is currently 1000000 KB.)
    
6. You can scroll through the list to view how much space each folder in your Exchange account is using (including your Calendar, Contacts, etc.)
   You will want to pay attention to the Total Size column for that information
   
   
    
7. Once you are finished reviewing your quota information, click Close. Then click OK
    

Mac Mail

1. After logging into Mail, select your Exchange Inbox if it is not already selected
    
2. Press Command+I or right-click on your inbox and select Get Account Info
    
3. A dialog will display and begin to populate a list of your folders, as well as the number of messages in each folder and the amount of space used by each folder
    
4. At the bottom of the dialog, after it has finished calculating, you will see a total amount of space used
   
   
   

Managing Exchange Quotas

Know How Much You're Using

Check your mail quota regularly to ensure you don't exceed your limit.

Send Smaller Sized Email

Use plain text emails instead of attachments and HTML. Plain text emails use little space, but mail attachments (photos, etc.) can take up much more space.

Manage Attachments Locally

Save attachments to your hard drive or other storage device and remove them from the messages to save space on your email account.

Maintain Sent Items Folder

Your Sent Items folder counts toward your quota. If you save copies of the emails you send, check your Sent folder regularly and delete messages you no longer need.

Maintain Deleted Items Folder

Regularly empty your Deleted Items folder to avoid going over your quota. When you delete emails or other Exchange items using an Exchange client, they will be stored in the Deleted Items folder until you delete them permanently.
 

• OWA Premium (Only available with Internet Explorer):
  Right-click on the Deleted Items folder and select Empty Deleted Items
   
• Outlook 2011:
  Ctrl-click (or right-click) on the Deleted Items folder and select Empty Folder
   
• Outlook 2010:
  Right-click on the Deleted Items folder and select Empty Deleted Items
   
• Mac Mail:
  Go to the Mailbox menu, select Erase Deleted Items, and then select your Exchange account. Confirm the deletion
   
• Entourage:
  Ctrl-click (or right-click) on the Deleted Items folder and then select Empty Deleted Items

Quota Increase Requests

Users who have reviewed and completed the steps for maintaining email may find that no quota increase is necessary.  If after completing the steps for maintaining email quota an increase is still necessary, please complete the Exchange Quota Increase Request form.  Exchange quotas are subject to approval and (when approved) are increased in 1GB increments.

 

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