Dealing with Disk Space/Quota/Usage Warning Messages

These emails are automatically issued by the server when an email account or an entire hosting account is close to exceeding its limit.

SUBJECT: Mailbox Size Warning (critical)

This email indicates that a particular email account (mailbox) is nearing it’s permitted capacity for disk space. Mail must be removed from the server (using webmail) or the quota increased (contact Josh.biz). If exceeded, the account will be unable to receive further emails and new emails will bounce back to the sender.

SUBJECT: Disk Usage Warning

An email with this subject indicates that the overall disk space capacity for the entire hosting account is close to its limit. Website files and all emails (including attached files), for all accounts, contribute towards this figure. If exceeded, all hosting services (including website display) may cease.

How to resolve:

1. Ensure that your email software is configured correctly to DOWNLOAD all emails from the server regularly.

This is the most relevant solution if the cause relates to email accounts over quota.

Mailboxes often reach capacity if the email software settings of your software are configured to ‘leave a copy of messages on the server’. Unfortunately, this is often a default software setting.

Clients who configure their own software will often overlook this advanced setting. How the setting is precisely presented depends on the particular hardware, software (and version) being used. If you are not familiar with your own hardware devices and software it may be necessary to consult an IT technician.

Another reason this sometimes happens is when a client only uses a smartphone to manage their emails (as the emails are never collected from the server, employing a protocol known as IMAP). Avoid this by ensuring that your emails are occasionally collected from the server using computer software (e.g. Microsoft Outlook, Windows Mail or Apple Mail).

It’s imperative that all mail is regularly downloaded from our servers. Ideally there should never be any emails stored on the server other than new ones awaiting to be downloaded to your computer.

2. Upgrade the hosting package to add more disk space (or increase the mailbox capacity for the relevant mailbox).

Recommended solution if caused by excess files being added to the website.

It can sometimes be necessary to upgrade the account to provide more disk space, especially if the addition of new files to the website is the cause. This would be entirely in keeping with a growing website.

However, if the problem is caused by emails being left on the server, upgrading capacity is only a short-term solution and not a cost effective solution.

It may also be possible for us to amend your individual mailbox quotas (within your overall limit).

3. Integrate your email accounts with Gmail – a better option for email users who are always on the move

For clients who are based in different locations or travel a lot, the traditional approach (downloading emails to one computer in one location) isn’t ideal. Users can’t access any emails already downloaded back at the office (nor can they access their contacts or calendar).

By integrating your email account(s) with a Gmail email address you are able to automatically continuously download your emails (into Gmail) and this allows you to access them on any internet connected computer, anywhere. The solution is entirely transparent – recipients will be unaware that Gmail is being used.

NB – Please note that this solution requires a subscription to Google Apps for Business in order to function on mobile devices such as iPads and iPhones. This solution requires the services of an appropriate IT technician to configure. Contact Josh.biz to discuss this option further if required.

Overflowing Mailbox

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