|
|
 |
| CONTENTS A-Z | SEARCH | CHANGE YOUR PASSWORD | ANNOUNCEMENTS | STATUS MESSAGES |
|
The Service makes a significant amount of disk space available for email: over 400 gb at present. In order to ensure that this resource does not run out, it is necessary to impose quotas on the total amount of disk space any user may use on the mail spools. These pages will assist you in getting and staying below your quota, and answer some frequently-asked question about quotas.
At present, students have a notional quota of
100 megabytes, and staff one of
300
megabytes. If your current mail usage
is above, or nearing, your quota, you will need
to modify your email habits to get below your quota.
Q: How are Quotas applied?
A: There are actually three quota levels. When your email usage
reaches the notional quota, you
will start to receive daily messages from the mail system, telling you you are getting
towards the limit. Should your mail usage reach the next level, 10 megabytes
higher, the system will refuse
to send any more mail from you, but will still accept incoming mail. And
if you continue accumulating mail, and reach the third level, another 10 megabytes
higher, the system will neither send nor receive mail for you. However,
you will still be able to read, move and delete mail in your Mailbox.
Q: I only have a few messages in my inbox. Why am I still being told I'm over
my quota?
A: Your mail usage covers more than your inbox. It refers to the total
of mail in all folders and sub-folders in your Mailbox. Including the Deleted
Items and Sent Items folders.
Q: I still need to save more email than my quota allows. How can I?
A: Set up Managed Folders,
or Personal Folders within your
Outlook, and/or arrange for the Archiving of some or all of
your folders.
Q: So how do I find out how much space my mail takes up?
A: Users reading their mail with Outlook2007 may get detailed information by bringing up the Folder List
(using the View menu if necessary) and rightclicking on the Mailbox in the
Folders List: a small window will appear, looking like this:
Click on Properties for "Mailbox .... and the Properties Window appears.
Click on the Folder Size button (if there is one: if not, you have an early version of Outlook), and after a slight delay the Folder Size window is produced.
The relevant line is the 3rd, Total Size. This shows I have about 76 megabytes of mail, comfortably within my quota. But large enough to suggest I should start to rationalise my mail: the large panel will show me the size of all the subfolders, helping me see where I should start.
It is possible to examine just the size of a single folder in the same way, by rightclicking on the folder in the folder list
then select the Properties, and continue as before
Q: I know which folder is the largest, but how do I find the large messages?
A: Set up Outlook to show the size of each message, by selection Current View
from the View menu, then select Customise Current View and click on the Fields
button, to get a window like
Highlight Size and click on the Add button, then used the Move Up
and Move Down buttons to arrange the fields as you wish. Then, when looking at the
list of messages, clicking on Size in the top of the frame will sort the messages
into size order. The largest messages are, generally those with attachments. If the
attachment is of interest, it can be saved to disk (right mouseclick, then select Save
as), and the carrier message deleted.
Q: I don't have
Outlook ... will Outlook Express do?
A: No. it can only be done from Outlook98 or later. And only if Outlook is in
Corporate mode.
Q: How do I know what version of Outlook I'm running? And how do I find if it's in
"Corporate mode"?
A: Select About Microsoft Outlook from the Help
Menu, and check the top line of the resulting screen:-
Corporate mode is more complicated, but the simplest test is: does your Outlook display the Calendar? If so, it is in Corporate mode.
Q: I do delete unwanted mail, but I'm still accumulating mail. Why?
A: With many email systems, deleting mail does not remove it from your
Mailbox, just flags it in some way as being Deleted. Outlook, for example, moves
deleted items to the Deleted Items folder, where they still count towards your
Quota.. To remove them from the Mailbox, they have to be removed using the Empty
Deleted Items Folder from the Tools menu. Similar action is needed in other mailers: further details are available