Outreach Information Services

Why do I get a message that my mailbox is over its size limit and how do I fix it?

Why do I get a message that my mailbox is over its size limit?

All Virginia Tech accounts are given a 50MB quota for storing messages (Inbox, calendar, contacts, and any sent items). Once the sum of these file sizes is exceeded, you will begin to receive daily notices that you have exceeded your mailbox size. If your mailbox reaches 100MB in size, you will no longer be able to send messages. If you reach 150MB, any mail destined for your mailbox will be rejected due to your mailbox being full.

How do I fix it?

It is VERY difficult to get ones mailbox size increased. However, our experience has found that a few simple changes can easily solve the space problem 99% of the time. First, set up an archive (This is something that OIS typically does for new users). Archives reside on your computer, not on the VT server, so they do not count towards your mail quota. You can create folders/sub-folders in this archive and file your new messages there when you have finished with them. Second, set up an auto-archive schedule (This is also something that OIS typically does for new users). Auto archive is a tool in outlook that will automatically move items from the mailbox folders on the VT server to your local archive. OIS typically configures auto archive so that:

  • Only calendar items older than 24 months is archived (Very helpful for annual faculty or activity reports)
  • Sent Items are archived
  • Inbox is NOT archived

OIS has found that just doing this truly does resolve 99% of people's mailbox space problems. The only times where there are problems are when :

  • Users do not file directly to their archive
  • Users disable auto archive (the Sent Items typically starts filling up)
  • Users accidentally create folders under the inbox on the server rather than in their archive and start filing there
  • Users involved in a project are sending and/or receiving large attachments (20MB or larger) and are not moving the received message or sent item.

If the above has been eliminated as the source of the problem and space continues to be an issue, OIS can then contact the VT mail team and attempt to get additional mail space.

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