What is my Exchange quota? How do I determine and manage my quota usage?
All College of Engineering regular faculty and staff receive accounts on the ITCS Exchange server (exchange.umich.edu) with a 2 GB quota (temporary employees receive 500 MB quotas). This is the largest quota available to individuals, and it cannot be increased. If you reach 90% of your quota usage (1.8 GB), you'll receive daily warning messages until you reduce your mailbox size below this threshold. If you exceed your 2 GB quota, you will not be able to send messages until you go back below your quota.
To determine your current quota usage, Outlook users should select Mailbox Cleanup from the Tools menu, then click the View Mailbox Size... button. Entourage users should select Folder Properties from the Edit menu, and click the Storage tab.
Managing Your Quota
An easy way to reduce your quota usage is to remove messages with large attachments from your account; a build-up of these messages is often what causes accounts to go over quota. Simply go into each folder in your account and sort the messages by size, looking for the largest messages. If the messages contain attachments that you'd like to keep, save them to a folder in your NAS space so they'll be backed up and accessible from anywhere. You could also export entire folders to your NAS space as a Personal Folders File (.pst) which can easliy be read remotely by Outlook, or imported into other email clients.
Another method to reduce your Exchange quota is to take advantage of the extra 2 GB of email space given to individuals on the main ITCS email server (mail.umich.edu). Most common email clients can be configured to connect to two email servers at the same time. For example, once you have configured Microsoft Outlook to connect to Exchange, go back and also configure Outlook to connect to mail.umich.edu. Once complete, you would see the folder listings for both accounts in Outlook, and you would be able to easily transfer (i.e. drag-and-drop) messages/folders from one account to the other.
ITCS offers a few tips on how to manage your Exchange quota at:
