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Exchange 2003 mailbox storage space is now limited for each user to ensure all users have enough space to conduct their business. We require individual users maintain their personal mailbox's size.
Exchange 2003 will issue a warning when you approach the 250MB size limitation. The warning will come to you via an email message from the System Administrator with a subject line of “Your mailbox is over its size limit “. You will receive this email each morning.
Once that happens, you will need to archive or delete mail. To determine how your storage is being utilized, and what you should remove, follow this procedure.
- Open up Outlook
- Make sure you are displaying the folder list for your mailbox (if not, open the “View” menu and select the "Folder List" option).
- Right click on the top level folder (should say "Mailbox - Your Name")
- In the drop down menu, select "Properties for Mailbox - Your Name"
- Under the General tab, click the "Folder Size" Button.
This will give you a list of how many "K" of disk space is stored in each folder inside your mailbox, including respective subfolders . (“K” is kilobytes, and 1000 Kilobytes makes 1MB, or Megabyte. So, 250,000K is equal to 250MB.) Each user is allotted a total of 250MB, or 250,000K for mailbox storage.
Once you have narrowed down the folders storing the largest amounts of information, you can decide what to archive:
- Attachments: these often take up large blocks of space, and save them to your hard drive or network folder.
- Fancy text e-mails: mail with backgrounds or graphics can consume a lot of space to store the special effects.
- Messages formatted as web pages: though not classified as attachments, these messages can become very large as well.
- Simple text e-mails: generally these are only a problem in very large numbers.
Once you have done this, review the information and start deleting or archiving mail according to what you find. You can find more information on archiving email at the links below:
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