Grand Blanc Community Schools

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1 Mailbox Quotas August 1, 2012 Grand Blanc Community Schools The District s Exchange server is in need of software updates in order to maximize server performance. There is not enough space on the server to complete the software updates because the storage space is almost at capacity. Mailbox quotas will be applied beginning September 1, 2012 in order to gain the required space for the software updates to be performed and to ensure capacity for future growth. Mailbox Quotas Quotas on the Exchange system apply to , calendaring, and any other information that is stored in Exchange. The default quota on Exchange is 2GB. A user will start receiving notifications that quota limits are near when data storage approaches 90%. When the data storage reaches 95% of the quota limit, a user will continue to receive , but will be unable to send new from that account. When the data storage reaches the maximum quota limit, a user will not be able to send or receive new messages. Exchange Quota Messages Quota limit alert messages from the Exchange service will be similar to the following: 2048MB Mailbox quota messages are sent flagged high importance Mailbox quota messages are sent only with Microsoft Outlook or Microsoft Exchange in the From field Quota messages include a graphical representation of mailbox quota and available space The Subject line is hard-coded into Exchange and will not vary (see possible Subjects in the table below). 1

2 Also notice that the body of the has no active links to click, does not ask you to respond to the message, call anyone, or ask for a username and password. It also uses your proper name for the To: field, as opposed to your address or an alias address. Event Triggering an Notification Mailbox of unlimited size exceeds its Issue Warning quota Mailbox of limited size exceeds its Issue Warning quota Mailbox of limited size exceeds its Prohibit Send quota Mailbox of limited size exceeds its Prohibit Send and Receive quota Message Subject Line Your mailbox is becoming too large Your mailbox is almost full Your mailbox is full Your mailbox is full OWA Premium (Internet Explorer Only) Note: OWA Light does NOT provide the ability to view your quota use. Browsers other than Internet Explorer only provide OWA Light at this time. 1. Login to Web Access 2. Hover the cursor over the top folder of your mailbox listing. A bar will display the amount of your quota use, and will state how much mailbox space you are using. 2

3 Outlook Log in to Outlook 2. Right-click on the top level of your Exchange account 3. Choose Properties for "Mailbox - Your Name"... 3

4 4. From the General tab, click Folder Size In the Folder Size dialog, click on the Server Data tab. The number in the Total size (including subfolders) field is your total quota use. (The default maximum quota for all Exchange users will be KB.) 6. You can scroll through the list to view how much space each folder in your Exchange account is using (including your Calendar, Contacts, etc.). Note the Total Size column for that information. 4

5 7. Once you are finished reviewing your quota information, click Close. Then click OK Managing Exchange Quotas Know How Much You are Using Check your mail quota regularly to ensure you don't exceed your limit. Send Smaller Sized Use plain text s instead of attachments and HTML when you can. Plain text s use little space, but mail attachments (photos, etc.) can take up much more space. Manage Attachments Locally Save attachments to your hard drive or other storage device and remove them from the messages to save space on your account. Maintain Sent Items Folder Your Sent Items folder counts toward your quota. If you save copies of the s you send, check your Sent folder regularly and delete messages you no longer need. Maintain Deleted Items Folder Regularly empty your Deleted Items folder to avoid going over the quota. When you delete s or other Exchange items using an Exchange client, they will be stored in the Deleted Items folder until you delete them permanently. 5

6 OWA Premium (Only available with Internet Explorer): Right-click on the Deleted Items folder and select Empty Deleted Items Exchange Maintenance The district will be performing routine maintenance on your Deleted Items, Sent Items and Junk E- Mail to help ensure the performance and resource savings. The deleted items, sent items and junk will be cleared out of any item that is 30 days or older. Please make sure you archive any item you wish to save for a longer period of time. Archiving your Data Please follow these steps to archive your outlook data to a thumb drive. Click here on FILE 1 2 Click here on Archive 6

7 This is the window you should see now. Choose your folder you want to archive. If you want all folders then choose Mailbox folder at the top of the list. Choose the date to archive Click browse and choose your thumb drive letter and the file name (i.e. date + folder.pst - but could be anything) When that process is done you will see an archive folders folder appear at the bottom of the list of folders. Right click on archive folders and the click Close Archive Folders. If this is not done every time you open outlook without the thumb drive in your computer it will ask for it. To access archived data click on File Open Outlook Data File. Then just browse to your thumb drive and click on the archive file you want to open. It will appear at the bottom of the file list; just browse and open the desired item. 7

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