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Email Management - Outlook & OWA

UWSP Email Mailbox Size 

UWSP email mailboxes are limited in size to manage and ensure peak performace of your mailbox and the email environment as a whole.  Each mailbox is allocated a quota that restricts the number of messages an attachements that can be stored within the mailbox.  

  • A UWSP student email mailbox has a size limit of 5 GB.
  • A UWSP faculty and staff email mailbox has a size limit of 25 GB.
The UWSP email system will automatically send out email notifications when your mailbox is approaching capacity.  This is not something to worry about immedaitely, but should be considered a warning that you need to take some time to manage your email mailbox.  If you reach your mailbox quota, you will continue to receive all incoming mssages, so you don't need to worry about losing any mail addressed to you.  However, you will be unable to send messages until you reduce the size of your mailbox. 

The GOOD news is that there are ways to manage your mailbox to help you stay within your quota.  Below are some tips to accomplish this.   

How to Check the Size of Your Mailbox

Keep in mind that every folder in your email mailbox counts against your mailbox towards your total mailbox size.size

In Microsoft Outlook Web App

  1. Hover your cursor over your name at the top of the folder list on the left hand side. After a few seconds your current total mailbox size will be displayed.
 

In Microsoft Office Outlook

  1. From the Folder List View
  2. Right-click the folder that says Yourname@uwsp.edu
  3.  

  4. Click "Data File Properties.." from the menu.
  5.  
  6. Click Folder Size.
  7. Select the Server Data tab to view the structure and total size of your mailbox.
     

Enter an IT work Order

Enter an IT work order and request a detailed breakdown of your mailbox. We willsend you a detailed mesage of your folders and message sizes within your mailbox.

Empty Your Deleted Items and Junk E-mail folders

Messages you delete continue to count against your mailbox quota until they are deleted from your Delete Items folder (with the exception of the Junk E-mail folder). The Junk E-mail folder should be reviewed and emptied often also.

To quickly empty your Deleted Items and Junk E-mail folders:

  1. Right-click on the Deleted Items folder or Junke E-mail folder to display the shortcut menu.
  2. Select "Empty Folder" (in Outlook) or "Empty Deleted Items" or "Empty Junk E-mail" (in Outlook Web App) from the menu.

Delete Items From Your Sent Items & Other folders

The Sent Items folder contains a copy of every message you send and is often one of the largest folders in your mailbox.  Take time to review messages in your Sent Items and other folders and consider deleting items you no longer need or are very large in size.

Sort your folders by Date, Size, From, or other categories to quickly identify messages you can delete.  To quickly sort messages by differenct categories:

How to Quicky Sort Messages:

In OWA:

  1. Click the drop down arrow next to "Arrange by" or "Conversation by" and select the field you want to sort on. 
 
In Outlook:
  1. Click the View tab and click on a field in the Arrangement section.
 

Remove Attachments From Messages 

Save attachements (word documents, pdf files, photos, videos) you receive in email to your myFiles network storage space where they will be available from anyplace you have Internet access. You can them remove the attachments from Outlook or delete the message entirely.

 

How to Remove Attachments in Outlook:

  1. Right-click on the attachment and click Remove Attachment 
 

Suggestions For Additional Space:

If  you a faculty/staff member keeping information for an office-type account in your personal email? Click here to see the advantages of keeping this information in a separate email account.

If you a student keeping information for a student organization or student manager account in your personal email? Click here to see the advantages of keeping this information in your student organization email account.

Please contact the Help Desk for further assistance.