Mailbox size limits - where does extra email go?

[M Skabialka]

If the Exchange Administrator decides to limit the size of email boxes for
each person, and the person receives more than that amount in one day before
they can even get to them to read them, what happens to the overage? An
employee says his emails are being deleted before he even gets to them to
move them to his personal folders. Like this morning he had 15 emails in
his Inbox but when he left yesterday he had 75.

Thanks,
Mich

 

[Diane Poremsky]

The messages should be refused and sent back to the sender - exchange won't
delete existing messages when the mailbox is overlimit.


1) What is the mailbox limit? 75 messages in the inbox seems awfully low to
hit a limit. Hard drive space is cheap, backing up psts is expensive.... and
PST = BAD when used with exchange mailboxes.

2) Does the user have archiving enabled?

3) Are they hitting the mailbox with another computer configured for
delivery to a pst? That will cause messages to be sucked off the server...

4) Do you have mailbox manager configured on the server? This is the only
server side option that will automatically delete items from a mailbox.

 

[Lanwench [MVP - Exchange]]

Depends what you have set up on the server. Personally, when I set quotas, I
only set them for the first two 'triggers' (warning, and can't send) - why
penalize the sender?

Are you running mailbox manager? Quotas alone don't do anything to remove
messages already in the mailbox.

 

[SeanL]

It depends - your administrator can set automated clearing
of the mailboxes if he wants to. The best thing for your
friend to do is to set an automatic archive of his mailbox
to a .pst (personal folder) everyday for all the mail.
That way he will receive and retain all his mail until he
deletes it himself
with regards to the overage, it again depends on how the
administrator set it up. It can be retained or rejected by
the server. If rejected, the sender will usually get a
notification of the rejection - best to speak to the admin
to see what he\she has done. There are many options
available.
hope this helps

 

[M Skabialka]

He is asking that administrator these questions, but I have another
question:

If you have archiving enabled, doesn't the archived email go into
archive.pst on the C: drive? Yet you said .pst files are BAD. And I have
also read that storing .pst files on your C: drive is bad.

What's a person to do when they have to keep that email but the server limit
is 38MB?

Mich

The messages should be refused and sent back to the sender - exchange won't
delete existing messages when the mailbox is overlimit.


1) What is the mailbox limit? 75 messages in the inbox seems awfully low to
hit a limit. Hard drive space is cheap, backing up psts is expensive.... and
PST = BAD when used with exchange mailboxes.

2) Does the user have archiving enabled?

3) Are they hitting the mailbox with another computer configured for
delivery to a pst? That will cause messages to be sucked off the server...

4) Do you have mailbox manager configured on the server? This is the only
server side option that will automatically delete items from a mailbox.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)

If the Exchange Administrator decides to limit the size of email boxes for
each person, and the person receives more than that amount in one day
before
they can even get to them to read them, what happens to the overage? An
employee says his emails are being deleted before he even gets to them to
move them to his personal folders. Like this morning he had 15 emails in
his Inbox but when he left yesterday he had 75.

Thanks,
Mich

 

[Diane Poremsky]

When you have an exchange account, you should avoid using psts, even for
archiving - mail should be archived using an archive solution for exchange.
When exchange mail is archived to a pst more drive space is needed because
single instance storage is broken and messages in psts are much larger due
to mapi overhead - a 50 meg mailbox may grow to 75-100 megs when the
messages are moved to a pst.

The only reason why archives on C are bad is because many sites don't backup
locally stored files regularly - on the otherhand, using a pst across a
network often leads to corruption, so storing the archive locally is better,
provided a backup is created.

38 megs isn't too, too bad for a typical exchange mailbox (many sites have a
much lower limit) - I assume you are doing things like deleting spam and
useless junk often, disable automatic journaling (or tightly control what is
journaled), and remove large attachments to help reduce the need for a pst?

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)

He is asking that administrator these questions, but I have another
question:

If you have archiving enabled, doesn't the archived email go into
archive.pst on the C: drive? Yet you said .pst files are BAD. And I have
also read that storing .pst files on your C: drive is bad.

What's a person to do when they have to keep that email but the server
limit
is 38MB?

Mich

The messages should be refused and sent back to the sender - exchange won't
delete existing messages when the mailbox is overlimit.


1) What is the mailbox limit? 75 messages in the inbox seems awfully low to
hit a limit. Hard drive space is cheap, backing up psts is expensive.... and
PST = BAD when used with exchange mailboxes.

2) Does the user have archiving enabled?

3) Are they hitting the mailbox with another computer configured for
delivery to a pst? That will cause messages to be sucked off the
server...

4) Do you have mailbox manager configured on the server? This is the
only
server side option that will automatically delete items from a mailbox.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)

If the Exchange Administrator decides to limit the size of email boxes for
each person, and the person receives more than that amount in one day
before
they can even get to them to read them, what happens to the overage?
An
employee says his emails are being deleted before he even gets to them to
move them to his personal folders. Like this morning he had 15 emails in
his Inbox but when he left yesterday he had 75.

Thanks,
Mich

 

[M Skabialka]

I think the main problem is attachments, but there again, if they are
removed from the email they have to be stored somewhere. What do you mean
by an "an archive solution for exchange"? Our office also has an exchange
server (he's in a different office) and we aren't doing any kind of
archiving. People have .psts on their C: drives. One user with a laptop
keeps his .pst on the server (in case the laptop is stolen, etc, while
travelling) and we had a real problem recovering one .pst when it became
corrupted during a power blackout.

Maybe we need this "an archive solution for exchange"?
Can you give me some more info on this please?

Thanks,
Mich

When you have an exchange account, you should avoid using psts, even for
archiving - mail should be archived using an archive solution for exchange.
When exchange mail is archived to a pst more drive space is needed because
single instance storage is broken and messages in psts are much larger due
to mapi overhead - a 50 meg mailbox may grow to 75-100 megs when the
messages are moved to a pst.

The only reason why archives on C are bad is because many sites don't backup
locally stored files regularly - on the otherhand, using a pst across a
network often leads to corruption, so storing the archive locally is better,
provided a backup is created.

38 megs isn't too, too bad for a typical exchange mailbox (many sites have a
much lower limit) - I assume you are doing things like deleting spam and
useless junk often, disable automatic journaling (or tightly control what is
journaled), and remove large attachments to help reduce the need for a pst?

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)

He is asking that administrator these questions, but I have another
question:

If you have archiving enabled, doesn't the archived email go into
archive.pst on the C: drive? Yet you said .pst files are BAD. And I have
also read that storing .pst files on your C: drive is bad.

What's a person to do when they have to keep that email but the server
limit
is 38MB?

Mich

The messages should be refused and sent back to the sender - exchange won't
delete existing messages when the mailbox is overlimit.


1) What is the mailbox limit? 75 messages in the inbox seems awfully

low
to

hit a limit. Hard drive space is cheap, backing up psts is

expensive....
and

PST = BAD when used with exchange mailboxes.

2) Does the user have archiving enabled?

3) Are they hitting the mailbox with another computer configured for
delivery to a pst? That will cause messages to be sucked off the
server...

4) Do you have mailbox manager configured on the server? This is the
only
server side option that will automatically delete items from a mailbox.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)






If the Exchange Administrator decides to limit the size of email

boxes
for

each person, and the person receives more than that amount in one day
before
they can even get to them to read them, what happens to the overage?
An
employee says his emails are being deleted before he even gets to

them
to

move them to his personal folders. Like this morning he had 15

emails
in

his Inbox but when he left yesterday he had 75.

Thanks,
Mich

 

[Lanwench [MVP - Exchange]]

Pardon my jumping in -

I think the main problem is attachments, but there again, if they are
removed from the email they have to be stored somewhere.

Yes, on your file server, ideally. And if they're in sent items, the user
already had the file they attached somewhere, right? On the server? The
Slipstick housekeeping link below has some attachment-removing stuff. Sent
items is the usual main culprit (as is deleted items - this should be purged
daily, IMO, and deleted item retention should be set up on the server so
users can recover purged items for X days)

What do you
mean by an "an archive solution for exchange"? Our office also has
an exchange server (he's in a different office) and we aren't doing
any kind of archiving. People have .psts on their C: drives.

Might want to look at http://www.swinc.com/resource/exch_faq_appxf.htm
Note that accessing PST files across a network drive isn't supported - it
can lead to data corruption (and performance problems).

One
user with a laptop keeps his .pst on the server (in case the laptop
is stolen, etc, while travelling) and we had a real problem
recovering one .pst when it became corrupted during a power blackout.

He should be using his mailbox as the store location & syncing to an OST
file - if he is using a PST file for archiving and you want to keep using
it, keep it locally stored on his hard drive - look at www.centered.com for
a third party app that will sync a local folder to a server folder (a lot
better than offline files). I use SecondCopy for all laptop users I support,
and it's good stuff.

Maybe we need this "an archive solution for exchange"?
Can you give me some more info on this please?

See if anything here looks good:
http://www.slipstick.com/addins/housekeeping.htm
For Exchange server, I've heard good things about KVS.

Thanks,
Mich

When you have an exchange account, you should avoid using psts, even
for archiving - mail should be archived using an archive solution
for exchange. When exchange mail is archived to a pst more drive
space is needed because single instance storage is broken and
messages in psts are much larger due to mapi overhead - a 50 meg
mailbox may grow to 75-100 megs when the messages are moved to a pst.

The only reason why archives on C are bad is because many sites
don't backup locally stored files regularly - on the otherhand,
using a pst across a network often leads to corruption, so storing
the archive locally is better, provided a backup is created.

38 megs isn't too, too bad for a typical exchange mailbox (many
sites have a much lower limit) - I assume you are doing things like
deleting spam and useless junk often, disable automatic journaling
(or tightly control what is journaled), and remove large attachments
to help reduce the need for a pst?

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)

He is asking that administrator these questions, but I have another
question:

If you have archiving enabled, doesn't the archived email go into
archive.pst on the C: drive? Yet you said .pst files are BAD. And
I have also read that storing .pst files on your C: drive is bad.

What's a person to do when they have to keep that email but the
server limit
is 38MB?

Mich


The messages should be refused and sent back to the sender -
exchange won't delete existing messages when the mailbox is
overlimit.


1) What is the mailbox limit? 75 messages in the inbox seems
awfully low
to
hit a limit. Hard drive space is cheap, backing up psts is expensive....
and
PST = BAD when used with exchange mailboxes.

2) Does the user have archiving enabled?

3) Are they hitting the mailbox with another computer configured
for delivery to a pst? That will cause messages to be sucked off
the server...

4) Do you have mailbox manager configured on the server? This is
the only
server side option that will automatically delete items from a
mailbox.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)






If the Exchange Administrator decides to limit the size of email boxes
for
each person, and the person receives more than that amount in one
day before
they can even get to them to read them, what happens to the
overage? An
employee says his emails are being deleted before he even gets to them
to
move them to his personal folders. Like this morning he had 15 emails
in
his Inbox but when he left yesterday he had 75.

Thanks,
Mich