How do quotas work?

Outlook

1. Click on the "File" menu
2. Mailbox usage information will be listed under "Mailbox Cleanup"

Webmail

1. Click on the "Gear" icon on the upper-right, then "Options"
2. Choose General > My account
3. Mailbox usage information will be listed under "Mailbox usage"

There are three stages (or levels) to the quota settings for EXO accounts, depending on the type of account:

• Stage 1: You will receive email warnings that you are over your quota (these email warnings will include your quota limit and your usage)
• Stage 2: You can no longer send email, but will continue to receive it.
• Stage 3: You can no longer send or receive email. Email sent to you will be bounced back to the sender.

For : Active Employees Retirees and Affiliates: these stages will occur at  98GB, 99GB, and 100GB respectively.
For Generic Accounts, Shared Mailboxes and Resource Mailboxes: these stages will occur at 49Gb, 49.5GB and 50Gb respectively.

1. Determine your current mailbox size
   In the top of the left hand pane of Outlook, you will see 'Mailbox - Your Name' or just 'Your Name'. Right-click on this item and go to Data File Properties. In the bottom left hand corner click on the button labeled Folder Size. Look for Total size (including sub-folders) - it is at the top. 

2. Find out where your space is being used
   The above method will show you all of your folders and the size for each. This is a good way to see which folders you may want to look at to free up space.

3. Empty your "Deleted Items" folder
   Items in this folder are still calculated as part of your quota. To empty the folder right-click on the Deleted Items folder and choose Empty Folder.

4. Take a look at your largest emails
   At the bottom of your Mail or Folder list in the left pane is a heading called Search Folders. Open this heading (click on the + sign) and select Large Mail. This will bring up all mail larger than 100KB no matter where they are stored in your Mailbox. Email can be deleted from here, but sometimes you may just want to remove or delete the attachment (which is usually the largest percentage of the Email's size).

5. Send a link instead of an attachment
   When sending an email to people with whom you share a network drive, just include the link in the email instead of the document. In addition to saving quota space (for both you and them), you can ensure everyone is working from the same file, and preventing various versions from being stored in different locations. Contact the Helpdesk to find out how.

6. Remove or delete attachments
   Attachments that you have received can be saved elsewhere then removed from the email, leaving the email itself. Attachments in your Sent box that you have attached to emails, can usually be deleted as you already have a copy of the attachment elsewhere. In Office 2007 Rich Text emails need to be converted to HTML before the attachment can be removed.

7. Add a size column to your inbox
   This will only work if you have your Reading Pane on the bottom and not on the Right. Open your Inbox and go to View -> Arrange By -> Custom... Click on Fields... Select Size from the left pane and click Add. Click Ok and OK. This can be done for any folder in your mailbox.

8. Use text only for email signatures
   You should consider creating your Outlook Email signature without using graphic files for the following reasons.
   • Do not clog your mailbox with a multitude of tiny graphics files. For example if you have 6000 messages, and each contains an 8 KB graphics file, that’s 8 X 6000 = 48000 KB’s or 48 MB’s, this is a significant portion of your default email quota!
   • In addition to clogging other users’ mailboxes, the size of your sent items folder also increases
   • On email systems where your message is presented in plain text, your signature actually looks better when converted.
   • We now have recipients who receive their email on mobile devices like Blackberry and Tablets. Opening attachments on these devices is not only slow but frustrating when the attachment turns out to be a graphic.
9. Try using plain text for some of your emails instead of rich text or HTML
   The formatting and graphics used in Rich Text and HTML emails will add size to each email you send.

Shared Drive Note:
For shared drives this will only display 'your' allotted space on the shared drive, NOT the amount of space being used by other members of your group, or the total size of the share.