ToolBox -

September 12th, 2012

Print this article

Add a comment!

If you have your website and emails hosted with Insane Technologies and people are receiving bounce back emails saying that the “Mailbox quota exceeded” this will mean that your mailbox on our server has exceed the allowed limit which is defaults between 150 – 500 Megabytes (MB). Being as the email service on Insane’s server are designed to be used with POP (post office protocol) sometimes if the mail is being stored on the server for too long or hasn’t been downloaded from the server into a computers email program (eg. Outlook or Mac Mail) then the available storage space will fill up and the mailbox will be unable to receive emails and in some cases send email too.

There are a couple of fixes:

1. Confirm that your email software is setup correctly and possibly make some changes, to the email software, to minimise the amount of time emails stay on the server

2. You can upgrade your hosting service to allow for more data storage

3. Look to moving to a Hosted Exchange service.

4. Remove emails from the Server (via. your webmail account)

This article will focus on fixes 1 and 4.

Confirm that your email software is setup correctly.

For how to set up Outlook or Mac Mail to use POP3 and/or IMAP please go to:

· Outlook 2003http://yourcomputerguru.com.au/windows/setting-up-a-pop3-e-mail-account-in-outlook-2003

· Outlook 2007/2010http://yourcomputerguru.com.au/windows/setting-up-a-pop3-imap-e-mail-account-in-outlook-2007-2010

· Mac Mail OSX – http://yourcomputerguru.com.au/apple/how-do-i-configure-macmail-client-to-connect-to-popimap-mailbox

If you are using an IMAP account and you are finding that this is happening often then you might need to look at changing the email account to POP, so the emails aren’t being stored on the server, or look at the above fixes 2 and/or 3

The most common reasons why emails build up on the servers are:

· The email account has never been accessed

· There has been a password change and the detail haven’t been updated on the email software and emails are note being received

· Or the emails are set to stay on the server to long and they are building up. (steps below to fix this)

Changes that can minimise the amount of time emails are stored on the server

Outlook 2003, 2007 and 2010

1. Open Outlook and

a. In 2003 go to Tools →E-mail Accounts
clip_image002[6]

b. in 2007 / 2010 go to File → Account Settings → Account settings
clip_image003

2. Then:

a. In 2003 select View or Change existing e-mail settings and click next
clip_image004

b. in 2007/2010from the E-mail tab select the email account that you wish to change and click on Change
clip_image005

3. Then click on More Settings… (NOTE: in all versions of outlook more settings in the Email account window is in a similar spot and the windows will look very similar with just some added information in 2007/2010. Screen shots from her on in are of 2007/2010)
clip_image006

4. Click on the Advanced tab and change the delivery settings. If you untick the leave a copy of messages on the server once outlook has received the emails they will be completely removed off the server. This is the most effective way to fix the issue. Or reduce the amount of Day that the emails are left on the server for the default is 14 days and this is often to long. Try 3 – 7 days. Click Ok once done.
clip_image007

Apple Mail for Mac OSX

(Apologies for having no screen shots, I hope to update this soon)

1. Click on the Mail menu and choose Preferences,

2. Click on the Accounts icon, and select your email account on the left side,

3. Go to the tab called Advanced, and change the settings of the checkbox called Remove copy from server after retrieving a message:

o if that checkbox is UNchecked, then all your messages will always stay on the server

o if that checkbox is checked, then the messages will only stay on the server as long as specified in the drop-down box underneath

o if that checkbox is checked and the drop-down box is set to Right Away, then your account will behave as a regular POP3 account (the messages will be downloaded to your computer and then removed from the server right away)

4. Click OK to confirm

Removing emails from the Server (via. Webmail)

1. In your web browsers address bar go to http://webmail.yourdomain.com.au (eg. If your email address is ben@gmail.com, gmail.com is your domain

2. You will be to a Welcome to Horde login page. Enter your full email address as your username and your password. Click Login
clip_image008

3. Sometimes you will be redirected to a “blank” page. Press the Function Key ‘F5’ to refresh the page and you will be prompted with a pop up and depending on the web browser click on Continue or Retry. You will then be sent to the webmail account.
clip_image009 clip_image010

4. If you haven’t accessed your webmail before or if it has been a while you might be prompted with Mail Maintenance Operations – Confirmation. At this stage if you are sure that you don’t need any older emails you can tick the box All old linked attachments more than 6 months old will be deleted and click on Perform Maintenance Operations. I would recommend clicking on Skip Maintenance if you are unsure what emails are on the server.
clip_image011[6]

5. After skipping Maintenance you will be taken to the Welcome page. Click on Mail in the navigation pane.
clip_image012

6. In the Mail :: Inbox you will be able to see the Quota Status in red if the quota has been reached. In this example it is at 100%. The first thing to do is to Purge the Deleted emails. This will remove any emails that are in the deleted folder. Click on Purge Deleted in the top right of the window.
clip_image013

7. Then select all the older emails and any other emails that are no longer required by clicking on the tick boxes. Click on Delete and Purge deleted.
clip_image014

8. This will need to be done until the Quota status is no longer read .

9. Click Log out on the Left hand side navigation panel.

If you require any assistance in this please contact Insane Technologies and a service technician can be booked to assist you (Service charges may apply).