Email Growth Mitigation Techniques

Checking size:

Size of your mailbox can be checked by the user from within Outlook by choosing File à Tools à Mailbox Cleanup à View Mailbox Size. There will be a Server Data tab that shows all used data currently used by your mailbox. If you have an archive attached to your Outlook application, you will also see a Local Data tab that shows the space of your server data as well as your local data currently used by your email account within Outlook.

You can also ask a service desk technician to look at your account for a less granular look at the size of your mailbox.

Mac Instructions

Windows Instructions

Stripping attachments:

Stripping the attachments from emails is the best way to ensure your mailbox stays under control and within its space limits. Saving all attachments to a network location (OneDrive, K:\, H:\, P:\) will allow for the review of the attachments for future reference as well as give the ability to send a link to the document vs. sending a copy of it to a recipient.

• OneDrive will allow for internally and externally accessible links to be sent to recipients instead of a redundant copy of the file.
• UBCO networked drives (K:\, H:\, P:\) allow for internal linking for users who are permitted access to the storage location. This becomes optimal when multiple people of the same dept need to review a document. The file can be saved in the K drive to a common location and a link can be sent via Chat, email, or reference document.

Mac Instructions

Windows Instructions

Archival:

Archiving is an option, but not the recommended approach for a few reasons:

• Storage is a cost, whether it is on the exchange server or shared storage (k drive or OneDrive)
• Creating large email archives could impact storage performance and/or result in corrupted files
• Any stored files/email are subject to FOIPPA so could pose a risk to the university

Therefore, the recommendation is to manage your email storage by removing attachments and storing them elsewhere (OneDrive, Teams or shared network drives) as you receive them instead of waiting until you’ve reached the limit.

Archive emails to your computer first and then upload it to your preferred server (OneDrive or K drive etc) instead of storing everything directly on the server right away. This will decrease risks of performance issues and file corruption.

Macs should not be used for archiving as the file created can only be used on another Mac. Windows archives can be used on Mac or PC.

Windows Instructions

Useful Links: 

• FAQ
• Webmail
• Known Issues
• Privacy Concerns
• Setup Documents
• Spam Filtering
• Usage/Training Guides
• Naming Conventions
• Service Request Web Form (For Dept Admins only)

General info:

General info

Features of the FASmail service include:

• 5GB mailbox and calendar.
• Safe and secure mail storage using the UBC Storage Grid.
• Free/Busy Look-ups for booking meetings, rooms and equipment.
• Email addresses and calendars of all departmental contacts using the service in one address book.
• Ability to schedule meetings and accept meeting requests.
• Options to delegate mailbox and calendar access to different users.
• Virus protection and spam prevention using Sophos PureMessage.
• The Outlook Web App provides an Outlook-like experience using a wide variety of web browsers.
• Support for hosting departmental email domains.

FASmail is accessible via the Outlook Web App (OWA), and through any standards-based desktop email application that supports the following protocols: Outlook Anywhere, Exchange Web Services, Secure POP, Secure IMAP, Secure SMTP, MAPI and ActiveSync.

Limitations: 

General info

UBC provides 5GB of email storage to all eligible faculty, staff and student employees. Additional features are available, for a fee:

• Additional mailbox space, beyond the allocation of 8GB up to 15 GB.
• Mailboxes for individuals who are not eligible for a FASmail mailbox.
• Generic (Shared Departmental) Mailboxes (2GB) e.g. helpdesk@dept.ubc.ca, electrician@dept.ubc.ca, etc…
• Resource Mailboxes (200MB) - e.g. bookable meeting rooms and equipment

Departments will be notified ahead of time when recurring billing is expected to be rolled out. Pricing is still under review and is subject to change.

How to use Rules: 

Mac Instructions

Windows Instructions

Rules allow you to move, flag, and respond to email messages automatically. You can also use rules to play sounds, move messages to folders, or display new item alerts.

The easiest and most common rule to create is one that allows you to move an item from a certain sender or with certain words in the subject line to another folder. You can create this rule directly from a message you've already received.