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Why is mailbox size on server not showing exceeded limit?

Posted on 2008-10-24
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Last Modified: 2010-05-18
A user on my network got this e-mail:

Subject: Your mailbox is over its size limit
Importance: High

Your mailbox has exceeded one or more size limits set by your administrator.
Your mailbox size is 808341 KB.
Mailbox size limits:
      You will receive a warning when your mailbox reaches 800000 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.
-----------end-------------

He complained about slow sync yesterday and I checked his mailbox on the server, it showed just over 500MB which is "below limit," it is still showing below limit now.
Can someone try to explain this to me please, its confusing.
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Question by:bobox00
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by:bobox00
ID: 22796384
Also let me know if he may have lost some e-mails as a result, and ways to prevent this from happening to other users.
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garaxiel earned 500 total points
ID: 22796493
The mailbox is only one part of the total size of his mailbox.  his Contacts, Calendar, and Tasks all are part of this total amount allowed.  Check all the areas on the server and it will probably be over his limit. One thing to do is have him clear out old calendar data and tasks.  that will help with space.

Also, have him start using a PST file and teach the users to file away properly their mail.  500MB to work with over a network can be taxing if everyone is doing it, the more you can store on a lcoal harddrive in a PST will reduce strain on yoru server and make response time faster.

Just make sure they backup the PST's :)
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by:bobox00
ID: 22797176
Thanks Garaxiel, I might be a lazy techie to say this, but if anyone has links to guides for the procedures you just mentioned - it would really help me :)
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Assisted Solution

by:garaxiel
garaxiel earned 500 total points
ID: 22797324
The easiest way to check the sizes of all the parts in Outlook is to login to the users machine as the user, open up outlook, right click on the Mailbox icon and do a folder size and it should l tell you what each folder (calendar, contacts, etc) are size wise in the user's mailbox.
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