Email Guidelines and Limits

All School District No. 42 staff members receive a standard mailbox with a 100 gigabyte (GB) limit. Outlook web access allows users to remotely access email accounts, which is beneficial if you have multiple offices, telecommute or need to stay connected while traveling.

If you are getting a “mailbox full” warning message in WebMail or Outlook, please follow the instructions below.

I’m getting a mailbox full warning message, what can I do?

There are a few easy steps that you can take to quickly reduce the size of your mailbox:

1. Empty your Deleted Items folder. When you delete from your inbox it goes to your Deleted Items box where it then needs to be deleted to remove it from your mailbox count.
2. In Outlook WebMail you can search for large emails that are taking up a lot of space. Under Search Box, you can click on the “CONVERSATION BY…” and choose size to find those emails.
   
3. Sort your emails by sender to see if there are a large number of emails that are from mailing lists, promotions or other sources where you can delete all of them at once (don’t forget to empty your Deleted Items bin afterwards).
4. Go to your oldest emails and determine if you still need them; if you do not still need them then delete them.

If you require message archiving please submit a HelpDesk ticket

I’m getting a mailbox full warning message, what can I do?

There are a few easy steps that you can take to quickly reduce the size of your mailbox:

1. Empty your Deleted Items folder. When you delete from your inbox it goes to your Deleted Items box where it then needs to be deleted to remove it from your mailbox count.
2. In Outlook 2010, 2011, 2013 and 2016 you can search for large emails that will be taking up a lot of space. Under Search Folders you can click on the Large Mail folder to find those emails. Alternatively, in each folder that you have, you can click on the Size column and it will sort emails by size. If you no longer need the email then simply delete it. If you will still need the email then save the attachment to your computer and then remove the attachment from the email to reduce the size.
3. Sort your emails by sender to see if there are a large number of emails that are from mailing lists, promotions or other sources where you can delete all of them at once (don’t forget to empty your Deleted Items bin afterwards).
4. Go to your oldest emails and determine if you still need them, if you do not still need them then delete them.

If you require message archiving please submit a HelpDesk ticket