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Exchange 2007 shows different mailbox size than Outlook 2003

Posted on 2009-03-31
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Last Modified: 2012-05-06
I have a few users today who's mailboxes are on a new Exchange 2007 server.  One user, for example, hit his mailbox limit of (50MB) and as the system is supposed to, it restricted his ability to send giving him the Mailbox Cleanup window.  He cleaned his mailbox up reducing the size to 6 MB (according to Outlook).  He is still unable to send.  I looked at the properties of his mailbox in Exchange and it shows that its still at 50 MB.  His mailbox retention is set to 14 days which to my knowledge doesn't affect his storage limits, but to be sure I purged all items in retention.  Size still shows as 50 MB.  Any ideas?  I've confirmed that most users are showing a different size in Outlook than Exchange.  Today is the first day this has been looked at.  I've heard that database maintenance that runs at night will clean that up, but that would mean that whenever a user cleans up their mailbox they won't see the benefit until the next day.  I can't imagine that is the case.
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Question by:ammexit
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by:december41991
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They would see the benefit immed. This they can do by checking the folder size.

Its like you delete a fle from the drive , its not gone , it just got renamed and and does not count up to the size, and that space is available.

BAck to Exchange Server :  In the server its still there as deleted item  .. and also item retention ...
what to delete and clean up task is done by onlline maintainance .. i do not think end user have any thing to worry about ... they are good ...
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by:december41991
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Please right click on the users mailbox in outlook and go properties .. then check folder size .. it will show you all the floder and its size.

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by:ammexit
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They are not good because they cannot send emails.  It tells them they have reached they're quota.
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by:december41991
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Check the size on the outlook as mentioned ....  do not check on the server ...thats is different

Please right click on the users mailbox in outlook and go properties .. then check folder size .. it will show you all the floder and its size.

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by:ammexit
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Yes, I know that, and it does show they've reduced they're size down to 6 MB, for example.  But when they go to send a new email they are prompted to reduce they're mailbox size.  Its as if the Exchange Server isn't recognizing the reduction.
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by:december41991
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Can you please turn the user to online mode for an hour or so .. if he is in cached mode. I suspect OST file is causing the delay ...
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by:ammexit
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He is not in cached mode.  None of our users are.
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by:december41991
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Just in case , while I think harder on this .. can you see his quota  ? by mistake .. also try increasing it by 5 mb and see if he is able to and then revert it back immed.

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by:ammexit
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I did that already to temporarily resolve the issue while I research this.  Increased his limit to 75 MB.  He can send fine for the moment.  Other users we're experiencing the same thing.  Had to increase the default for the organization.
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by:december41991
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And did you get a chance to revert it back and see if its resolved, Cause its not theway its designed .. space is avaiable to user as soon as they are deleted ...exchange users are always conected and when they delete they delete form server ...
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by:ammexit
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I didn't revert back yet, but even if that fixes it, it doesn't explain the cause.  Many of my users are experiencing this right now.  I don't think increasing and decreasing their storage limits would be the answer.  Something must be causing the issue.
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by:december41991
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Mailbox size comprises of actual emails and those emails in dumpster. You need to delete those from dumpster.  

When using Outlook and you have deleted a message, then the Exchange-server will by default retain deleted items, so they are recoverable 7 days. To recover a mail select the "Deleted Items"-folder go to Tools, Recover Deleted Items.

http://smallvoid.com/article/outlook-dumpster.html



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by:AJermo
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I dont' mean this to be a stupid question but after the cleanup did the user empty the deleted items folder? Were the items removed from the users PST folders or the actual user exchange mail folders? depending upon the view you may or may not see the exchange mail folders.
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by:ammexit
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The user simply delete's the messages which then go to his deleted items folder.  He then empties his deleted items.  These messages are still held in retention, but that should not apply to his mailbox size limit.  Even so, as a test I've gone into his "Recover Deleted Items" and purged all items in retention.  This yeilded no change in ability to send mail or in the size of his mailbox as reported by Exchange or Outlook.
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by:ammexit
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Anyone have a fresh perspective on this?
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ammexit earned 0 total points
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Update.  After a call with MS it was determined that the issue was between CRM and Exchange.  When users tracked in CRM it was saving messeges in the root.  The "root" is not calculated from Outlook, but is from Exchange.  A user has no ability to delete messeges in the root from Outlook.  I had to download a client provided by the MS tech to view and clear out the phantom emails.  There is a hotfix from MS to resolve the issue.  It has to do with tracking in CRM.
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