All email accounts have set maximum space limits. If your mailbox is full then new emails will be rejected by the server – oh no!
A full mailbox is a hassle for employees regardless of industry or organization. Never fear, this is a simple problem to overcome.
When your mailbox is over 90% full the email server will automatically send you a message to warn you that you are running out of space, which looks like the picture below. Don't ignore the warning! Reach out to Kappa if your not sure about the message.
Once you know that your mailbox is at capacity, it’s probably time to start cleaning it up. Here are some ways to keep your mailbox size under control:
Archive older items – Move old items you want to keep to an archive. You can create a separate Outlook Data File (.pst) that you can open from Outlook any time you need it. By default, Outlook automatically archives items at a regular interval. You can also archive items manually whenever you want. That way, you can decide which items to archive, when to archive them, and where to store them. Kappa can help you set this up, if you have not done this before.
Empty the Deleted Items folder – Your deleted folder takes up space too, empty the Deleted Items folder frequently to make sure you aren’t keeping messages you don’t need.
Empty the Junk Email folder – Periodically empty the Junk Email folder to save your inbox space for messages you actually want.
Store attachments outside your mailbox – Whether it be a picture, large document or PDF, these attachments fill up space quick. For attachments you want to keep, consider saving them to a team site, to OneDrive, or to folders on your computer.
Simply want to check your mailbox space?
If you're simply curious as to how much space you have left, you can easily check. Click on File at the top left of the window, and you will be on the Info tab. One of the items on the right is the Mailbox Settings button, with a handy bar graph of how much space you are currently utilizing.
If you have questions on how to keep your mailbox size down, reach out to us, we can help!