Skip Navigation

User Tools

Site Tools


Managing Quotas in Exchange

Most Exchange users will be subject to a 1GB storage quota. This quota is being created to ensure optimal performance of the system and to ensure good stewardship of email resources.

How do Exchange Quotas Work?

Most Exchange users will experience no impact related to the existence of quotas. Users who regularly take steps to manage their accounts are likely to stay well below their storage quota.

For users who are approaching their established quota, an automated, daily message informing them of their status will be sent to their Inbox. If the quota is surpassed, users will be prohibited from sending messages, but will continue to receive messages until their utilization is reduced below their established quota.

How do I check my Exchange mailbox size?

It is easy to find out how much storage space your Exchange mailbox takes up. This can be done through Outlook or through Outlook Web App (OWA) on Windows, or using Mail on Macintosh.

Instructions for all three methods are available at:

What are some best practices for managing my Exchange account?

Helpful strategies for managing your email include:

  • Managing your Sent folder by removing messages that are no longer needed.
  • Delete duplicates and earlier portions of message chains.
  • Save attachments to FileCity instead of keeping them in your mailbox.

A complete list of Best Practices is available at:

How do I delete large quantities of messages from Outlook Web Access (Webmail)?

If you are using Outlook Web Access (Webmail) to access your email there are several ways to select large numbers of messages for deletion:

  1. To empty an entire folder, right click on the specific folder that you want on the left side of the screen in the folder listing. When the menu comes up select Empty Folder. NOTE: This will delete all of the items in that folder.
  2. If you want to delete a subset of items in a folder, you can click the first message you want to delete so that it is highlighted, then hold the “Shift” key on your keyboard and press “Page Down” to select multiple messages at the same time. Once you've selected the appropriate messages click the “Delete” button or press “Delete” on your keyboard.

Can’t decide what to keep and what to get rid of?

Please visit the links below to review the SUNY policy and State requirements for Records Retention. Please note that records must be retained for the minimum retention period listed.

If you have any questions specifically relating to Records Retention, please contact Jen Padellaro, Records Management Officer at or (585)395-5960

Where can I get additional help on managing my quota?

If you have any questions or need help with any issues related to quotas or mailbox management, please contact the Help Desk at (585)395-5151, option 1.

Still Need Help? Chat with support

exchange/quotas.txt · Last modified: 2015/08/24 12:09 by tconner