Manage mailbox quotas

If your mailbox size exceeds your mailbox quota (the maximum allowable mailbox size), you may be unable to send emails until you reduce your mailbox size. An automated email is sent to you when your mailbox is getting close to your mailbox quota. A separate email is sent if your mailbox size goes over its quota.

IMPORTANT: Do NOT reply to these emails—mailbox quota emails are automatically sent from an unmonitored mailbox.

Many Phishing emails are disguised as these types of quota emails asking you to reply and provide your user name and password. The information you provide through the phishing email can then be used to sign in to your mailbox, and hackers can send thousands of spam or malicious messages from your email address.

NOTE: IT Solutions will never request any personal information from you in an email.

A small number of large emails or emails with attachments uses significantly more space than a large number of small emails without attachments. To free up space in your mailbox, follow these steps:

  1. In Outlook, on the Folder Pane on the left‑hand side, right‑click the Deleted Items or Trash folder, and then click Empty Folder. Do not use this folder as a file storage location.
    deleted items menu - empty folder option
  2. In Outlook, on the Folder Pane on the left‑hand side, right‑click the Junk Email folder, and then click Empty Folder.
    Junk folder menu - empty folder selection
  3. To quickly search for large emails in your mailbox, use the Outlook search feature by following these steps:
    1. On the Folder Pane on the left‑hand side, right‑click Search Folders, and then click the New Search Folder menu.
      search_folders
    2. In the New Search Folder window, select Large mail, and then click OK. Outlook will create a new subfolder called Larger Than 100 KB in your Search Folders on the Folder Pane.
      large_email
    3. On the Folder Pane on the left‑hand side, under Search Folders, click the Larger Than 100 KB subfolder. All the emails larger than 100 KB will display in order of size from largest to smallest, regardless of where the emails are stored in your mailbox (e.g., Inbox, Sent Items, Drafts, etc.).
      larger_email_4
  4. Save your emails and attachments to a location other than your mailbox, and delete the large messages.
  5. After deleting your large messages, on the Folder Pane on the left‑hand side, right‑click the Deleted Items or Trash folder, and then click Empty Folder (refer to Step 1).

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