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Viewing if size gets close to 2 GB


how can one see that the mailbox is starting to reach the 2 GB limit? Is it possible to issue some kind of warning message to the client, when this is getting close?

best regards,

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5 Solutions
Patrick MatthewsCommented:
Hello henrik,

Do you mean the size of the whole pst or ost file, or just the size of particular folder(s)?


If you are using Exchange you can setup a global warning from the Mailbox Store properties in the Exchange System Manager.  If you are using Outlook with PST files you can edit a registry key to setup warnings.  The follwoing knowledgebase article that should help you out.
Hi - in Outlook, if you click the Folders List icon (it's between the "Notes" and "Shortcuts" icons in my installation), there is a Folder Sizes link.  That will give you a manual way of checking the size of the user's mailbox.  
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henrikatworkAuthor Commented:
Thanks bluetab.

Rob - Where is the Folder Sizes link? I can't seem to find it!
It's a feature in Outlook 2003 and 2007, but seeing as you're asking about a 2 gig limitation, I bet you're using Outlook 2002 or older.  I don't have access to those versions anymore, but I thought the Folder Sizes option was a feature back then as well.  It might not be though.

As far as where it is, the best way I can describe the location is that it is near the bottom right section, I believe they are called "buttons", and I have buttons for Mail, Calendar, Contacts, Tasks, Notes, Folders, Shortcuts.

For Outlook 2002 and older though, you can get to the same data by right clicking on the Mailbox and choosing Properties.  You can also right click the Inbox, Sent Items, etc, choosing Properties. There is a Folder Size button in the Properties window.  

Hope this helps clarify.
henrikatworkAuthor Commented:

I got the question from a client, could it be  a 2 gb limit on the server? If yes, how do I check the size in that case?
Hi - it's hard to say unless I know more info.  Are you using Exchange?  What version?

Also, what is the size if you follow the steps I previously mentioned?

There is probably a quota on the mailboxes.
henrikatworkAuthor Commented:
Yes, there is a quota on the mailboxes and I want to get a warning when the quota is about to be exceeded.
I believe this link is what you're looking for, but without the answers to my previous questions (especially the Exchange version), I can't be certain.

You said "want to get a warning when the quota is about to be exceeded", I'm thinking that you want the client to get the warning as stated in your original question, right?


Give the steps in this link a try.  I pasted the details below for you.  Good luck.

                                  article details

Exchange comes built in with the ability to limit and notify of quota violations.

To set the limits perform the following:

Start the Exchange Administrator Program
Expand the organisation, then the site and then the servers branch
Expand the server whose quota's you wish to set, select "Private Information Store". Select Properties from the file menu
Select the general tab
You can set a policy for the keeping of deleted items (this is useful if you have users who delete mail they wanted to keep and will save you having to fish out a backup. Be careful of setting the "Don't permanently delete items until the store has been backed up" as if backups are not often this could affect performance badly.
The bottom half of the dialog allows you to set actions for quotas, namely
- A warning to be issued, e.g. 900 KB
- Stop the user sending mail, e.g. 1100 KB
- Stop the user receiving mail, e.g. 1500 KB
Click Apply then click OK
Click here to view image

Individual limits can be set for users by double clicking on them under the Recipients branch and selecting the "Limits" tab. Under "Information Store storage limits" sections unselect the "Use information store defaults" and set explicit values for the user. Useful for your own mailbox ;-)

Now the values for the warning have been configured you must tell the system how often to warn the mailbox owner.

Start the Exchange Administrator Utility
Expand the organisation and site
Expand Configuration
Double click on the "Information Store Site Configuration"
Select the "Storage Warnings" tab
Select the warning level, either never, always (which is every 15 minutes) or at Selected Times.
Click Apply then OK
If a client exceeds the limit they will be given warnings to the effect of

If the client does not have the helpful Office Assists enabled they will just get a normal dialog box.

A message from the "System Administrator" with the conditions of the mailbox quotas will also be sent:

Your mailbox has exceeded one or more size limits set by your administrator.
Your mailbox size is 1518 KB.

Mailbox size limits:
You will receive a warning when your mailbox reaches 900 KB.
You cannot send mail when your mailbox reaches 1100 KB.
You cannot send or receive mail when your mailbox reaches 1500 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.

This informaiton is for Exchange Server 2003.  
Open Exchnage System Manager->Administrative Groups->first administrative group->servers->servername->First Storage Group->mailboxes
Right click Mailboxes and go to the properties, click on the limits tab.
You can set limits and warnings on this tab.

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