Extended use of email and large attachments often cause people to obtain large amounts of data in their email accounts. Typically, audio, video and image files take up a lot of space, but regular documents can also become relatively large. However, storage space isn't unlimited, and the system becomes slower with larger amounts of data. Because of this, we have to limit the amount of data stored on the servers. This works a bit differently for users with email on Unix and for users on Exchange/Outlook.
For Outlook users, the limitation is 1 GB per user on the Exchange servers. This is a finite limit for everyone, and it is a relatively high limit for an Exchange-system. You can also archive parts of your email in your home folder. We have made a guide on how to delete or archive email in Outlook:
Microsoft Outlook has a feature that allows you to move email from the Exchange server to a different location. This is done by archiving the email in a file that is stored in your home folder. This gives you access to the archived email as long as you have access to the home folder. The old email retains the same folder structure as before, and is available as "Arkiver mapper" below the existing email folders. The procedure is relatively simple:
You can quickly find the size of your inbox and other folders in Outlook.
1) Right-click Mailbox/Innboks in the left list of folders. Choose Properties/Egenskaper for Mailbox ...
File:Outlook egensk f mailbox 1.gif
2) Click the button
[Mappestørrelse] / [Folder Size] , and you will get a list of the total size of the inbox and the different folders within it.
File:Outlook egensk f mailbox 2.gif
Email deleted in Outlook won't be completely removed before you empty the folder "Deleted items". Be sure to check this folder before finally emptying it. You can sort by date or size by clicking the respective column headings and then delete the largest or oldest emails you don't need.
You can also delete emails after completing archiving, both in the archive itself and in the email located in the Exchange server.
Attachments can also easily be removed when the email is opened (not in preview mode). Right-click the attachment and choose "Remove". Remember to save any changes when closing the window. If you need the attachment, save it elsewhere to save space in your email account.
1) In the File menu, choose "Archive..."
2) a)In the Archive window, choose "Archive this folder and all subfolders". b) You can choose to archive the whole Mailbox folder or a single folder (by expanding the + next to the Mailbox folder). Any subfolders will also be archived. c) Select the date you want to archive items older than. d) Make sure the Arhive file field says "O:\EmailArchive.pst".
IMPORTANT: do not put C:\ or D:\ in front of the file name. No backup is created from files stored on local hard disks.
Chances are you will have to archive more email at a later time. You can then put emails in an already existing archive and you will have access to the everything in the same archive. You can also store several versions of archive files with folder name and/or date in the file name. When the archive file grows beyond 1 GB, you might want to create another one. Archive files larger than 2 GB are prone to failure.
[OK] and the archive process will start. At the bottom right corner you will see Outlook working. This might take a few minutes, depending on the amount of data being archived. Do NOT interrupt the process.
3) Can't find the archived data in Outlook? -> Click the "Go" menu and select "Folder list".
Alternatively you can click the "File" menu and select "Open" -> "Outlook data file".
4) After completing the above step, you should see the name of the archived file at the bottom of the folder list (left side of the screen). Then click the + to browse any subfolders.
You can also archive the calendar and contacts, but note that any archived data will disappear from the regular calendar and address book.
If your email is on the Unix-systems, the limitation is determined by free space on your home folder. In any case, take care not to store too much data in the email system, as the whole system will be slowed down.
Tips & tricks
- If possible, store large attachments elsewhere and delete the attachment or email form the email system.
- Large attachments or attachments that are to be sent to many recipients can be uploaded to a server making them available for downloading on the web. Go to http://vedlegg.uib.no.
- In most email clients, you can click column headers to sort by size or by attachments and then delete whatever takes up the most space.
- Sort email by moving it to other folders and avoid the inbox itself becoming too large. Folders can be organized by date/week/month/year, topic, project or sender. This does of course not reduce the total size, but helps you organize archiving and removal of unneeded emails.
- Remember to empty the Deleted items folder. Otherwise, the emails are still stored on the server.
- If you don't have an Outlook/Exchange account, you can extend the disk space of your home folder. See the intranet for prices: