Email Quota | Solution21, Inc.

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Email Quota

What should I do if I get a message that my email is over quota?

What is a mail quota?

A mail quota is the amount of space reserved on the server to house your email messages. The Solution21 mail quota is 150 Megabytes; this is roughly equivalent to 10,000 single-page email messages.

Reasons that your email account may exceed the quota include:

Email attachments: Large email attachments may lead to a mailbox size exceeding the quota. Generally speaking, email messages without attachments are less than 10 Kilobytes; however, an attached image, program file, or multimedia file can sometimes be larger than 5 Megabytes!

Copies of messages are left on the server: If you have configured your email program to leave a copy of your email messages on the server, your mailbox will quickly reach the quota. Click here for instructions on how to check your email settings to be sure you do not have this option selected.

Spam Folder: Messages in your Spam folder count towards your quota. If you receive a lot of spam, you may need to manually remove messages from the Spam folder or adjust your spam filter.

What happens when my mailbox is over quota?

You will receive an email, warning you that your mailbox is getting full. If your mailbox exceeds the quota, there is no room for additional mail and all new messages will bounce back to the sender.

While the best strategy to avoid getting close to the quota is to be vigilant about managing your mail on a daily basis, if you get an “Over Quota” warning and are using Outlook, we have some suggestions for relatively quick relief. Otherwise, login to your webmail and delete the messages manually.

How do I keep my mailbox below quota?

*Please Purge your Trash regularly! Learn more.

If you use Webmail:

Keep a close watch on the size of messages, particularly those with attachments. To determine the size of your messages: Click the Options link at the top of the screen and then choose Index Order. Select Size from the drop-down menu and click the Add button. Return to your Inbox to see the size of each message.

If you use an email program, such as Outlook Express or Netscape Messenger:

Download all emails from the Solution21 server to your PC.

If you use IMAP, watch the size of the messages you receive. Consult your email program Help feature if you are not able to see the size of your messages. Remove messages with large attachments by saving them to your computer’s hard drive or by deleting them.
Do not leave a copy of the messages on the server. This option is available on most email programs.

Note: If you need to leave copies of email messages on the server, check your email program for an option to remove messages after X amount of days or to remove messages from the server when you delete them from your computer. If you receive a message with a large attachment that you would like to keep, you may want to use webmail to remove it from the server after it has been downloaded to your computer.

See more suggestions.