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.
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.
Archiving is an option, but not the recommended approach for a few reasons:
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.
Features of the FASmail service include:
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.
UBC provides 5GB of email storage to all eligible faculty, staff and student employees. Additional features are available, for a fee:
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.
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.
Article ID: 1189
Created On: Fri, Mar 11, 2022 at 3:46 PM
Last Updated On: Thu, Jan 26, 2023 at 10:12 AM
Authored by: Steven Holden
Online URL: https://knowit.ok.ubc.ca/article/email-growth-mitigation-techniques-1189.html