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Mail quotas

All email users at the University, be they staff, research post-graduates or students, are responsible for managing their quota and ensuring that they do not exceed agreed limits. The limits let us back up your mailboxes so that they can be recovered in the event of data loss.

Quota limits

The quota policy is in the process of being changed.

For staff and research post-graduates the default mail quota is currently 70MB. Upon request, staff/RPGs can have their quota increased to 150MB for their Inbox and receive an Archive Mailbox giving a further 1GB of storage. The aim is to give staff and RPGs a 250MB Inbox and a 1 GB Archive Mailbox.

For undergraduates or teaching post-graduates the default mail quota is now 100MB. For existing students with less than this, their quota is being increased to 100MB. In the near future we hope to increase student quota to 250MB.

Quota managment advice

This section describes how to find the size of your mailbox and identify messages which could be deleted. Particular attention should be given to those which contain attachments.

Our mail server will notify you when you 5MB of space left (and will do so each time you open a mail folder or your inbox).

To check your quota in Mulberry:

  1. Highlight your 'Inbox'.
  2. Click on the 'Details' icon on the top navigation bar.
  3. Select 'Quota' then click on the small cross in the expansion box next to your username.

SquirrelMail shows you your quota in the folder pane, underneath your subscribed folders. If you are using another client and cannot find information on your quota, you can check this using the check quota on an IMAP server web form.

When you start running low on quota, you should free up space by deleting messages that you no longer need to keep. You should note that any messages stored in folders (including your 'Sent' folder if you have one) also count towards your quota, as do any messages that marked deleted (until you use the Expunge or Clean command in the mail client software).

Bear in mind that if your mail software is configured to save a copy of the emails you send, any attachments you send out will also be saved there. If you are storing old mail messages simply so you have someone's email address to refer to in future, you should use the address book functionality of your email software instead.

Please do not be tempted to make use of local folders to store mail to avoid large messages counting against your mail quota. We strongly discourage the use of local folders (and local address books); we cannot offer any support if you have problems with them - also there will almost certainly be security implications of storing emails locally. Instead, for staff, we recommend requesting an Archive Mailbox.