Manage Your Mailbox Quota Outlook 2010

Understand your Mailbox Quota

In order to optimise the performance of the School's Exchange servers, all LSE students and staff have quotas on their mailboxes, to deter them from storing unnecessary mail and other Outlook items. You will receive automatic messages if your mailbox goes over quota. If you don't delete items you will eventually be unable to send, or even receive messages.

 

Warning

No Send

No Receive

Taught Students

200 MB

225 MB

250 MB

Staff and Research students

350 MB

375 MB

400 MB

To see the size of your mailbox (staff and postgraduate research students)

Staff and postgraduate research students who have been upgraded to the new Exchange 2010 email server| can easily view the size of their mailbox by clicking on the File tab. Under Mailbox cleanup, a blue bar demonstrating the amount of space you have used will be displayed.

quota01

To see the individual sizes of the folders in your inbox, continue following the guide below.

To see the size of your mailbox and individual folders (taught students)

  1. With Outlook open, click on the File tab.
  2. Click on the Cleanup Tools button.Manage mailbox
  3. Click Mailbox Cleanup...

The Mailbox Cleanup dialog box is displayed

Cleanup dialog box

  1. Click on the View Mailbox Size... button.

The Folder Size dialog box is displayed with a list of all the subfolders in alphabetical order and their size in KB.

Folder size dialog box 

What makes the mailbox so big

Your main email folder is the Inbox. Your Inbox is located inside of your mailbox along with the other folders that are created by Outlook to store information. Other folders that contain email include Deleted Items, Drafts, and Sent Items. Knowing how much space is being taken up by them is your first step towards keeping your mailbox trim.

Arranging email messages by size

Knowing individual message size can help you as you work to control the overall size of your mailbox. In your Inbox you can group messages by size.

To arrange email messages by size:

  1. Click on the View tab.
  2. Within the Arrangement group, click on the drop-down arrow to display More sorting and grouping options.

View options

  1. Click on Size.

Sort by size

Your messages will be sorted into groups such as Huge (1 - 5 MB), 
Large (100 - 500 KB)
, Medium (25 - 100 KB) and
 Small (10 - 25 KB)

Display Message Size Field

You may want to check the size of individual messages. The message size field can easily be added to your Inbox or any other Outlook mail folder.

To display the message size field:

  1. Click on the View tab.
  2. Within the Arrangement group, click on Add Columns.

Add columns

The Show Columns dialog box will be displayed

  1. Scroll down the list of Available columns until the Size field is displayed. 
  2. Select Size and then click on the Add button

 Select size and add

The Size column will be added to the list titled Show these columns in this order

  1. Click OK.

The Size column will be displayed.

  1. To sort the message list by size, click on the Size column header. Clicking a second time alternates the list between ascending and descending order of size. making it easier to find large messages.

Any messages over 500 KB will probably have attachments. You should consider whether or not you need to keep the attachment with the message, as saving it and then deleting it from the message (or simply deleting it from the message if you already have a copy of the file) will release space on your Mailbox.

Delete Unwanted Mail Messages

You should also regularly check to see if you have unwanted messages in your Inbox, subfolders and Sent Items folder, and delete any you no longer need to keep.
Deleting unwanted email messages is an excellent way to reduce the size of your mailbox, and helps make the best use of resources.

To delete unwanted mail messages:

  1. From the Inbox or other Outlook mail folder, select the messages you want to delete:

Individual messages:

click on the message you wish to delete

Multiple contiguous messages:

click on the first message you wish to delete, hold down the [Shift] key and click on the last message you wish to delete, before releasing the [Shift] key.

Multiple non-contiguous messages :

click on the first message you wish to delete, hold down the [Ctrl] key and click on each of the other messages you wish to delete, before releasing the [Ctrl] key.

  1. Press Delete on the keyboard.

Archive your mail messages

Another method of freeing up space in your mailbox is to move email to an archive. You can work with archived email in exactly the same way as email in your mailbox, the only difference being that it is stored in a different location.

To learn how to archive email, view the Archiving Email| guide.

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