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Keeping your Mailbox to a reasonable size

[id : 218] [28/04/2016] [hits : 67916]

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Messages that are sent to you, are (temporarily) stored on the mailserver. If the total amount of messages on the server exceeds your quota, you won't be able to receive new mail until you reduce the total size of your mail on the server.

How you can cleanup messages, depends on how you retrieve your e-mail.

If you are an IMAP or Webmail user

In this case, you have to clean up messages manually yourself from within your usual mail program (Outlook, Mac Mail, Webmail,...). You can do so by:

- deleting messages from the server that you no longer need
- archiving messages from the server to offline storage on your computer

For more details on archiving messages, also see the Links below.

If you forward your messages to another server or email address

In this case, you have to clean up messages manually yourself with Webmail.

If you forward your mail to another server or email address, you may also wish to deactivate delivery of messages on the university's mail server, as a copy of each message is kept on the mail server without you ever reading them.

This also applies to users who are managing their messages on the administration's Exchange server.

If you are a POP user
Important: As the size of your mailbox on the mailserver itself reaches its limit, it's no use to start cleaning up messages in the Inbox of your mailprogram (Outlook, Mac Mail, Eudora). You need to follow the instructions below to clean up older messages on the server.
Make sure to configure your mailclient (Outlook, Mac OS X Mail) so that messages on the server are only kept for a limited number of days.

Be aware that messages that are removed from the server will no longer be available in Webmail.

Outlook 2010/2007:

- open the menu "Tools" and click on "Account settings"
- click on the tab "E-mail"
- select your account in the list and click on "Change"
- click on "More options" and click on the "Advanced" section/tab
- select "Leave a copy of messages on the Server" and...
-.. select "Remove from server after xx days" and choose xx reasonably small (e.g. 15 days)

Outlook 2003:

- open the menu "Tools" and click on "E-mail accounts"
- click on "View or change existing e-mail accounts" and click "Next"
- choose your POP account and click on "Change"
- click on "More settings" and click on the "Advanced" section/tab
- select "Leave a copy of messages on the Server" and...
-.. select "Remove from server after xx days" and choose xx reasonably small (e.g. 15 days)

Mac OS X Mail:

- open the menu "Mail" and click on "Preferences"
- select in the list of accounts your account
- in the "Advanced" pane select "Remove copy from server after retrieving a message" and...
-... select "after one week" or "after one month"


After making the adjustment, instruct your mailprogram to retrieve new messages and it should clean up your older messages on the server.

Peter Van Rossem - helpdesk@vub.ac.be

http://www.ulb.ac.be/wserv2_oratio/oratio?f_context=fiches&language=en&noteid=218&f_type=view

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