Managing Your Mailbox Size

In most GroupWise environments, the system administrator will set size limits on the size of users' GroupWise Mailboxes. If you tend to keep every email you receive, if you simply don't keep up with the items coming into your Mailbox, or if you simply send and receive a lot of large file attachments, sooner or later you will run into the Mailbox size limit like a brick wall.

When this happens, you will need to archive or delete items from your Mailbox before you can send and receive GroupWise messages.

To find out your Mailbox size restriction and how much capacity you have remaining in your Mailbox, click Tools, Check Mailbox Size. The dialog box shown in Figure 8.32 will display.

Figure 8.32. The Mailbox Storage Size Information dialog box lets you monitor the size of your Mailbox and quickly remove items that are taking up valuable space.

NOTE

The Check Mailbox Size option is not available in Online Mode, only in Caching and Remote Modes.

The Mailbox Storage Size Information dialog box is very useful. It allows you to quickly scan the locations where large messages are most likely to be found ”the Sent Items and Received Items folders. It also sorts them by size in descending order.

Notice in Figure 8.32 that a few very large messages are clogging the Mailbox. If you click one of the large messages and select Delete, the message will be deleted from the source folder and emptied from the Trash (in other words, it's gone!).

Here are some additional tips for keeping your Mailbox size under control:

• Frequently empty your Trash.

• Frequently clean out your Sent Items folder.

• Sort your Mailbox items by size, and delete the largest items.

• Don't send messages with very large file attachments.

• Use the GroupWise Archive feature (explained in Chapter 5) to save messages to your hard drive or manually save attachments to your local hard drive and delete the message from your Mailbox.

• Monitor the Mailbox Size status bar located at the bottom-right area of the GroupWise main window. When it gets above 80%, start doing some housekeeping.

• If you send an email with a large attachment, be sure to delete that item from your Sent Items folder (not the recipient's Mailbox, of course) and then empty your Trash folder.

• Use the settings for automatically deleting and/or archiving your messages and Calendar information. These are described in Chapter 11.

You should make it a regular practice to clean out your sent items, your folders, and your Trash.