OZARKA COLLEGE

What to do when you go over quota on your Exchange account (Outlook 2002, 2003, and 2007)

An error message such as "your mailbox is over its size limit" indicates that you have exceeded your Exchange server quota. Exchange accounts at Ozarka College have a default quota of 500MB.

You can check your disk quota by using the mailbox cleanup tool in Outlook 2002, 2003, or 2007. (This tool is not available in prior versions of Outlook.)

1. From the
   Tools
   menu, select
   Mailbox Cleanup... 
   .
    
2. Click the
   View Mailbox Size...
   (Outlook 2003 and 2007) or
   Click Here
   (Outlook 2002) button to view your usage.

Following are suggestions to help you stay within your Exchange quota:

• Check the
  Deleted Items
  folder
• Check for large messages and attachments

Check the

Any mail you've deleted from your Inbox (or any other folder) is not really gone until you empty the

folder:

• To delete individual messages in the
  Deleted Items
  folder, select the appropriate message, and click the
  Delete
  button on the toolbar (it looks like an "X").
   
• To empty the entire
  Deleted Items
  folder, from the
  Tools
  menu, select
  Empty "Deleted Items" Folder
  .

If you wish, you can set Outlook to automatically delete items in the

folder upon exiting. To do so:

1. Within Outlook, from the
   Tools
   menu, select
   Options... 
   .
    
2. Click the
   Other
   tab.
    
3. In the window that appears, select the checkbox that says
   Empty the Deleted Items folder upon exiting
   .

Check for large messages and attachments

To search for messages and attachments over a specified size, follow the directions below to use Advanced Find:

1. From the
   Tools
   menu, choose
   Mailbox Cleanup... 
   .
    
2. Click the radio button
   Find items larger than
   . You can leave the default value of 250 kilobytes or increase it to narrow your search to larger messages.  A good starting point is 5,000 kilobytes.
    
3. Click
   Find... 
   .
    
4. In the
   Advanced Find
   window, click
   View
   , then
   Arrange By
   , and then
   Size
   .

Now that you have a list of messages in the

window that are over a certain size, you must choose what you want to do with those messages:

• You can delete them by right-clicking each message in the
  Advanced Find
  window and choosing
  Delete
  .

  Note: This option will move the message to the

  Deleted Items
  folder, but you will need to empty that folder to reduce your overall quota.
  
  
• You can open each message, save its attachment(s) to a local folder, and then remove the attachment(s) from the message. This will allow you to keep the email message without the attachment counting against your Exchange quota. Below are the steps for this procedure:
  
  
  1. In the
     Advanced Find
     window, double-click the message.
  2. Right-click the attachment(s), and click
     Save As... 
     .
  3. Browse to the folder you would like to save the attachment in, and click
     Save
     .
  4. Right-click the attachment(s), and click
     Remove
     .
  5. From the message's
     File
     menu, select
     Save
     to save the message without the attachment(s).