Missouri State University

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BearMail - Help! My Mailbox is Full?

How do I know if my mailbox is getting full?

A program runs every night to check the size of all the mailboxes on the system.

This program will send you a warning message when you get within 1MB of your maximum mailbox size.

This warning will usually give you enough time to reduce the size of your mailbox.

Sometimes however, you might receive large attachments or messages that will cause your mailbox to exceed its size limit before a warning message has been sent.

 

What happens when my mailbox is full?

You will no longer be able to send or receive email until your mailbox is once again below the size limit.

You will still get an email from the System Administrator telling you your mailbox is full.

You will get this message every day until your mailbox is no longer full.

Campus Users who try to send you a message will receive a message like this from the System Administrator:

            Your message did not reach some or all of the intended recipients.

            Subject: Test Message
            Sent: 8/29/2005 5:22 PM

            The following recipient(s) could not be reached:

            Test Lester S on 8/29/2005 5:22 PM
            The message could not be delivered because the recipient's mailbox is full.
            <red.MISSOURISTATE..EDU #5.2.2>

Non-University Users who try to send you a message will receive a message like this from postmaster@missouristate.edu:

            This is an automatically generated Delivery Status Notification.

            Delivery to the following recipients failed.

                   lst99@missouristate.edu
 

How do I know if my mailbox is full?

You will receive an email message from the System Administrator stating that your mailbox has exceeded one or more size limits set by your administrator.

The message body will be similar to the following:

            Your mailbox has exceeded one or more size limits set by your administrator.
                Your mailbox size is 52000 KB.
                Mailbox size limits:

You cannot send or receive mail when your mailbox reaches 51200 KB. You may not be able to send or receive new mail until you reduce your mailbox size.

To make more space available, delete any items that you are no longer using or move them to your personal folder file (.pst). 

Items in all of your mailbox folders including the Deleted Items and Sent Items folders count against your size limit.

You must empty the Deleted Items folder after deleting items or the space will not be freed.

See client Help for more information.

Because the program that checks mailbox sizes runs at night, it is possible for your mailbox to fill up during the day and you not to get a notification until the program runs that night.

You can check your mailbox size at  https://cams.missouristate.edu/selfservice/mailboxsize/   if you are not receiving email and you think it might be because your mailbox is full.

If your mailbox is full and you try to use Outlook Web Access (OWA) to send a message, you will see a window like this:  OWA Full Mailbox Error Window

 

What am I supposed to do when my mailbox is full?

The only way to get your mailbox working again is to delete messages until it is under the maximum size.

You should begin by checking your mailbox size and seeing where the space is being used.  This will help you determine what messages you should delete.

This information can be found at  https://cams.missouristate.edu/selfservice/mailboxsize/

Several things are routinely responsible for your mailbox filling up.

1)    Large File Attachments.

It doesn't take many at large attachments to quickly fill up your mailbox.

2)    Sent Items

BearMail keeps a copy of every message you send in your Sent Items folder, including any attachments the message had.

Over time, these messages can build up without you realizing it, particularly those with attachments.

3)    Deleted Items

When you delete an item in BearMail, it is not actually removed from the system.  It is moved to your Deleted Items folder instead.

This behavior, designed to keep messages from being lost through accidental deletion, can cause messages to build up without you realizing it.

You should periodically go to your Deleted Items folder and permanently delete the messages contained in it.

 

What should I do to keep my mailbox from filling up?

The best way to keep your mailbox from filling up is to keep track of what is in it.

Here are the recommended ways of doing so:

1)   Don't give non-University websites your University email address.

Doing so usually results in you receiving large amounts of Junk Mail, known as SPAM.

There are plenty of free email services that will give you an account.  Use one of these accounts when a non-University webpage asks for your email address. 

2)   Check your email at least once a week to see how much email you are getting.

You may be receiving lots of email, particularly is you ignore Recommendation 1.

3)   Periodically check the size of your mailbox.

You can check this by going to https://cams.missouristate.edu/selfservice/mailboxsize/

Make sure messages are not using up more space than you think.

4)   Empty the Deleted Items folder at least once a week.

5)   Remember that attachments can quickly fill up your mailbox.

 Consider saving large attachments to disk, then deleting the message.

6)   Remember that messages you send are saved in the Sent Items folder.

Check this folder if your mailbox is filling up.

7)   Read the messages you get from System Administrator.

These messages contain important information concerning your mailbox.