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INFORMATION TECHNOLOGY NOTICE

Mailbox Management
All NASA HQ Employees
April 17, 2009

Mailbox management means keeping your server based e-mail messages under your storage limits and keeping everything where you can find it.  All items listed under “Mailbox” or “HQ Exchange Server,” is stored on the Agency Microsoft Exchange server. Items that are stored under “Personal Folders” or “On My Computer” are stored on your hard drive.
 
Mailbox management may include:

  • deleting unneeded e-mail messages
  • moving e-mail messages from the server to your local workstation
  • saving attachments to your local workstation or to the network server
  • creating rules to automatically move or delete e-mail messages
Mailbox Quota

Mailbox quota applies to all Outlook and Entourage items such as messages and attachments, calendar appointments and events, tasks, etc., that are in your mailbox on the Exchange server. It does not apply to Personal Folders, Archive folders (Outlook), or Office Database files (Entourage).  

The standard size limit for a mailbox is 400 megabytes (MB). A percentage of users have been approved for an increased mailbox size of 1 gigabyte (G).  While you will not be prohibited from receiving messages once you reach your mailbox limit, you will be prohibited from sending messages.
  • At 375 MB or 975 MB, a warning message is sent from the System Administrator.
  • At 400 MB or 1G, you can no longer send messages.
Below are some mailbox management techniques to help manage your storage limit. Step-by-step instructions on performing these functions are available on the Mailbox Management Web page.

Tips and Techniques

1.  Empty “Deleted Items” on the Server

When you delete a message, calendar event, task, or note, it is moved into the Deleted Items folder and marked for deletion. Items can be recovered from the Deleted Items folder by opening the folder and moving the item from the folder. Until you empty the Deleted Items folder, these items still take up space on the server and count against your storage limit. There are two ways you can delete your Deleted Items from the server.
 

  • Manually delete Deleted Items
  • Automatically delete Deleted Items when exiting mail client

2.  Move “Sent Items” Off the Server and Onto Your Local Workstation

Each time you send an e-mail message, your mail client will save a copy in your Sent Items folder. While this is convenient when you need to refer to or resend a previous message, it takes up space. There are two ways you can move your Sent messages from the server to your local workstation.
 
  • Manually move Sent Items to the local computer
  • Automatically move Sent Items to the local computer by setting up a rule

3.  Auto Archiving

For Outlook users, Auto Archiving will automatically move messages older than a date you choose, into a local folder under Personal Folders. You can also set it to run at specific intervals or run it manually. These items are not stored on the Exchange server.
 
For Entourage users, Auto Archiving will automatically move messages via rules setup to archive to a designated folder of your choosing. These items are not stored on the Exchange server.

 
4.  Deleting Items in the “Sync Issues” Folder

The Sync Issues folder contains logs and items that your mail client is unable to synchronize with your mailbox on the Exchange server.  When expanded, there are a total of four synchronization issues folders (Sync Issues, Conflicts, Local Failures, and Server Failures) that appear in the Folder List to the left of the mailbox window.   The Sync Issues folder is only displayed when you select the Folder List view option.
 
Items in the Sync Issues folder are counted as part of your mailbox storage limit.  The way to reduce the size of your mailbox is to delete the items in these folders. Since the Sync Issues folders are not always visible, the number of messages and storage space could increase with time, eventually consuming valuable space in your mailbox.
 
For more information on managing your mailbox, visit the Mailbox Management Web page.

Should you need assistance, call the Enterprise Service Desk (ESD) at 358-HELP (4357) or 1-866-4NASAHQ (462-7247) or send an e-mail.



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