What to do when you go over quota on your Exchange Account


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
Deleted Items
folder

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

Deleted Items
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

Deleted Items
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

Advanced Find
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).




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