Just like paper can accumulate on your desk, items received in your Outlook mailboxes can accumulate and take up too much space on the server.  The M-DCC Executive Committee has recommended a default mailbox size of 40 megabytes per user.   This is quite a bit of space and allows for the safe accumulation of hundreds of e-mail items, contacts, tasks,  etc.   However, storage space is finite and so it is necessary for size limits to be set.   If your mailbox reaches 30 megabytes, you will get a warning from the Exchange System Administrator.  If you exceed 35 megabytes, you will not be able to send messages and if you exceed 40 megabytes you will not be able to receive messages either.     There are several steps you can routinely do to assure that you will not exceed these limits. 

1. Empty your Deleted Items box regularly. You can do this by selecting Empty Deleted Items Folder from the Tools Menu, or by right-clicking on the Deleted Items Folder and choosing "Empty". You can also set your Deleted folder to permanently delete items after a set period or time or automatically every time you exit Outlook. (see How do I Empty my Deleted Items Folder?)

2. Empty your Sent Items Folder regularly - Some people are aware that they need to empty their Deleted Items folder but don't realize that every message they send is also saved by default. (See How do I delete my Sent items )

3. Delete large messages, especially ones with attachments. (See How do I sort messages by size)

4. Archive messages that you must keep - You can save any type of Outlook item to an archive folder on your H: drive.  (See How do I Archive messages)

5. Know how much storage space you have left. It is a good idea to keep an eye on how much space you've used up for individual folders.  (See: How do I find out how much storage space my folders are using?)

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