Exchange Mailbox Management

This document will help you manage your storage space on the Virginia Tech Exchange server. Unlike the VT Mail server which removes your mail from the server when you check it, the Exchange Server stores all of your data (messages, attachments, appointments, contacts, etc.) on the server until you explicitly remove it. Because of this, you must take certain precautions to ensure you do not run out of space on the server.

Please be aware that Virginia Tech does not monitor e-mail. However, if asked to do so by a law enforcement agency by warrant, the system administrators do have the ability. For more information, please refer to the Acceptable Use Policy.

Quotas

All Exchange accounts are given 50 MB of storage space. This storage limit is also known as your quota. When you have filled this quota, you will be unable to receive messages or create appointments. As you approach your quota, you will receive warning messages from the server reminding you to clean out your mailbox. You can avoid quota problems by archiving your old messages.

To check your quota usage by looking at the folder size in Outllook go to Checking Folder Size of an Exchange Account with Outlook 2000/2002/2003.

If, after removing old messages and setting up archiving, you need further help, contact 4Help by using the Help Request Form (http://4help.vt.edu) or by calling (540) 231-HELP (4357).

Archiving

The most effective way to manage your Exchange mailbox quota is by regularly archiving your data. Archiving saves space by moving your messages from the server into an archive file on your computer. This archive file, and the data it contains, will only be accessible from the computer it is stored on. It is important that you regularly back up your archive file so you do not lose the data it contains.

Each Exchange client handles archiving differently. Some can be configured to automatically archive items of a certain age; others must have their archive process run manually. For more information about using the archiving features of your Exchange client in Outlook, go to Archiving Exchange Server Data in Outlook 2000/2002/2003 for Windows.

Deleted Items

When you delete an item using an Exchange client such as Outlook, the item is not removed from the server, but placed in the Deleted Items folder. This means that the item is still using up part of your quota. It is recommended that you frequently empty your Deleted Items folder. Some Exchange clients can be configured to empty this folder when you exit the client.

See your client's documentation for instructions on deleting your deleted items folder when you exit the application.

Rules

Rules, also known as filters, enable your client to perform actions on your incoming messages automatically based on criteria such as who sent the message, the subject of the message, or the importance of the message. These actions can include sorting messages into folders, deleting them, or changing their importance.

See your client's documentation for instructions on using rules to automatically process your messages.

Journaling

Some full-featured Exchange clients, such as Outlook, provide journaling to log your activities throughout the day. Journal data in your Exchange account can quickly use your quota. We recommend that you disable this feature unless you absolutely need it.

See your client's documentation for instructions on disabling its journaling features.