Understand your EMSOFL Mailbox Quota

        What makes the mailbox so big?

        Delete Unwanted Mail Messages

        Arranging email messages by size

        Display message size field

        Archive your mail messages


Understand your EMSOFL Mailbox Quota

In order to optimize the performance of the EMSOFL Exchange servers, all EMSOFL staff has quotas on their mailboxes, to deter them from storing unnecessary mail and other Outlook items. You will receive automatic messages if your mailbox goes over quota. If you donít delete items, you will eventually be unable to send, or even receive messages.



No Send

No Send,

No Receive


190 MB

195 MB

200 MB


To see the size of your mailbox and the email folders inside it:

1. Ensure that the Folder List is displayed in the Navigation Pane.

2. Click on Folder Sizes to display the Folder Size dialog box.


Folder List and Folder Size Dialog box



What makes the mailbox so big? 

Your main email folder is the Inbox. Your Inbox is located inside of your mailbox along with the other folders that are created by Outlook to store information. Other folders that contain email include Deleted Items, Drafts, Outbox, and Sent Items. Knowing how much space is being taken up by them is your first step towards keeping your mailbox trim.



Delete Unwanted Mail Messages

You should also regularly check to see if you have unwanted messages in your Inbox, subfolders and Sent Items folder, and delete any you no longer need to keep. Deleting unwanted email messages is an excellent way to reduce the size of your mailbox, and helps make the best use of resources.


To delete unwanted mail messages:
1. From the Inbox, Sent Items or other Outlook mail folder, select the messages you want to delete:

Individual messages:

click on the message you wish to delete

Multiple contiguous messages:

Click on the first message you wish to delete, hold down the [Shift] key and click on the last message you wish to delete, before releasing the [Shift] key.

Multiple non-contiguous messages :

Click on the first message you wish to delete, hold down the [Ctrl] key and click on each of the other messages you wish to delete, before releasing the [Ctrl] key.

2. Press the Delete key.




Arranging email messages by size

Knowing individual message size can help you as you work to control the overall size of your mailbox. In your Inbox you can group messages by size.

To arrange email messages by size:
1. Ensure that View | Arrange by | Show in Groups is selected.
2. Click on View | Arrange by | Size. Your messages will be sorted into groups such as Tiny (< 10 KB), Small (10 - 25 KB), and etc.

Inbox arranged by size

To see beyond the range of "Tiny," "Small," and etc, you can manipulate the Outlook window so that you can see the exact size for each message that lands in your Inbox.


Display Message Size Field

You may want to check the size of individual messages. The message size field can easily be added to your Inbox, Sent Items, or any other Outlook mail folder.

To display the message size field:
1. On the Advanced toolbar, then click on the Field Chooser button to display the Field Chooser list.

Field Chooser button

Field Chooser List

2. Scroll down the list of fields until the Size field is displayed.
3. Then, drag and drop the Size field from the Field Chooser list to the area between any of two grey field headers to add the Size field to the message pane.

Drag and Drop the Size Field

Size Field added to the Message Pane

You can click on any of the field headers to sort the message list by that field. Clicking a second time alternates the list between ascending and descending order. Clicking on the Size field header orders the message list by size, making it easier to find large messages.

Any messages over 500 KB will probably have attachments. You should consider whether or not you need to keep the attachment with the message, as saving it and then deleting it from the message (or simply deleting it from the message if you already have a copy of the file) will release space in your Mailbox.


Archive your mail messages

Archived email is still very easily accessible through the Exchange system, which means you can work with it in the same way that you would work with email in your Mailbox. Because archived mail is stored differently, however, it does not affect the performance of the Schoolís Exchange servers and does not count against your normal Mailbox quota. As the archived email is stored in a file on the network, it is regularly backed up by IT Services, providing the same level of security that applies to email stored in your Mailbox.


Archive Folder

Personal Folder


To archive email using drag and drop:

1. From the Inbox, Sent Items or other Outlook mail folder, click on the message or messages you want to archive.  This will select the message(s).
2. Drag and drop them into your Archive Folders.  You can also archive entire subfolders using drag and drop. Please contact IT 626-358-2878 if you would like help in archiving your messages.

Work with Archived Mail Message:

Even though archived mail messages are stored in a different location to mailbox messages, you can still work with them in exactly the same way.

To work with archived mail messages:
1. If necessary, in the Navigation Pane display the Folder List.
2. Click on Archive Folders to display the archived messages.
3. Open archived mail messages in the normal way, reply to them, forward them, etc. Your sent messages will go in your Sent Items folder, as usual.