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E-mail for Faculty and Staff

The Microsoft Exchange system stores all of your data (e-mail messages, attachments, appointments, contacts, etc.) on a server instead of downloading it to your PC. This allows you to access the same items when you log in from any campus computer.

The quota for every e-mail user at UTSA is set at 5 GB. It can be quite easy to reach your limit unless you take steps to manage your e-mail.

Here are a few ways to help.

Figure 1 - Deleting Items in Outlook 2007

Delete Items

Delete e-mail that you no longer need.

Deleting e-mail only places the messages into the Deleted Items Folder, which still takes up part of your quota.

OIT recommends that you frequently empty your Deleted Items folder.

To do this in Outlook, right-click the Deleted Items folder and choose Empty Deleted Items.

Sent Items

Copies of messages that you have sent are also stored in your mailbox, and this also counts against your quota.

OIT recommends you periodically delete or archive your sent items.

You can open the Sent Items folder just like you open the Inbox.  Delete any messages that you do not want to keep.

Follow the Delete Items instructions above for help with emptying your Deleted Items folder.

If you would like to save copies of your sent messages, follow the Archive Messages instructions below to save them on your PC.

OIT recommends that you review your Sent Items on a monthly basis; however, you may wish to check this folder more often if you frequently send and receive e-mails.

Archive Messages

The most effective way to manage your Exchange mailbox quota is by regularly archiving your messages.

Archiving saves quota space by moving your messages from the server into an archive file on your UTSA PC. This archive file, and the data it contains, will only be accessible from the computer on which it is stored.

Also, be sure that you regularly back up your archive file so you do not lose the data it contains.

Each Exchange client handles archiving differently. Some can be configured to automatically archive items of a certain age; others must have their archive process run manually.

For instructions on how to archive your messages, visit the How to Archive Outlook Items page.

See the How to Check Folder Size in Outlook page for instructions on how to check your quota usage.

500 MB Quota Per E-mail User

If you exceed your 500 MB quota, you will be unable to receive messages or create appointments. This may prevent you from receiving important e-mail messages.

As you approach your quota limit, you will receive warning e-mail messages reminding you to clean out your mailbox. You can avoid quota problems by deleting or archiving your messages.

Visit the Check Folder Size in Outlook page for instructions on how to check your quota usage.

Attachments

E-mail attachments - from simple graphics to large document files - can easily cause you to go over your quota limit.

You can easily reduce the size of your mailbox by removing these attachments.

Go to the Manage Attachments in Outlook page for more information.