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Central email disk use guidelines
Server disk space on the central email servers is shared by all users. We ask that email users be aware of and work toward conserving their server disk space usage.
A reminder to review disk usage will be sent to users with more than 100 megabytes of email stored in their INBOX on the email servers. It is very important to keep your Inbox as small as possible.
Inboxes are no longer automatically locked if they are too large or contain older email messages. You are still, however, responsible for not over using the disk storage on the email servers according to the IT Acceptable Use Policy.
- The Central Email Account Tool can be used to review your disk usage on your central email server (Postoffice). This tool offers a cleanup option to remove older email you no longer need based on time frames you specify for each of your folders.
- IMAP email clients such as Apple Mail, Thunderbird, Outlook, ITS Web Email, Pine, and Eudora can be used to organize messages into folders both on the server and on the local disk.
- Removing messages with attachments or that have stylized text (i.e. bold, colored, italic fonts) will help the most in reducing your server disk space usage.
- Email is not a good archival system for important documents. Many
people think they need to keep every email message sent to them. Unfortunately,
they find that keeping those messages indefinitely as email becomes
increasingly problematic. They can not be easily moved from one email
system to another and often finding a single message you received 3
years ago out of the tens-of-thousands you have stored can take an
amazingly long time. The best archival system for important documents
continues to be a good disk based or paper filing system with backup
copies of the most important data.
