Exchange set up incorrectly on SBS 2008

I'm trying to increase the size one mailbox on an SBS 2008 server. It's reached 1762MB of the default 2GB limit and now this account has been closed down.
 
However, I cannot increase the size of the mailbox. I followed these instructions:

"On the Destination Server, click Start, click All Programs, click Microsoft Exchange Server 2007, and then click Exchange Management Console.

Click Continue in the User Account Control dialog box.

The user's deleted half his emails, how do I do a compact in Exchange 2007 to get rid of the deleted stuff?

In the Exchange Management Console navigation pane, expand the Server Configuration node, and then click Mailbox.

In the result pane, click the Destination Server name."

But no Server is shown, the box is empty.

The user's deleted half his emails, how do I do a compact in Exchange 2007 to get rid of the deleted stuff?

Also, another user fails to receive an automatically generated weekly report by email every few weeks and the sender does not receive an NDR.

I feel these problems are a result of Exchange not being set up correctly or changes I have made since the original installation to get problems in Exchange sorted.

The mail is received by POP3 connector and we are reluctant to switch to SMTP until the emails are working properly as they can always pick up it up as webmail.

Thanks for any ideas.



mikeabc27Asked:
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SemperWiFiConnect With a Mentor Commented:
Fro Support.Microsoft.Com

Method 1: Reduce the size of the Exchange mailbox
If you reduce the size of the Exchange mailbox, the size of the .ost file will also be reduced. To reduce the size of the Exchange mailbox, do one or more of the following:

    * Delete items in your mailbox.
    * Archive items in your mailbox to one or more .pst files.

You can delete items or archive items manually. Alternatively, you can use Mailbox Cleanup. To use Mailbox Cleanup in Outlook 2007, click Mailbox Cleanup on the Tools menu. In the Mailbox Cleanup dialog box, you can use any one of the following features:

    * View mailbox size.
    * Find items that are older than a specified number of days.
    * Find items that are larger than a specified size.
    * Move old items to the archive file by clicking AutoArchive.
    * Empty the deleted items folder.
    * Delete all alternative versions of items in the mailbox.

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Method 2: Use an online mode profile instead of a cached mode profile
Cached mode profiles use an .ost file to store the mailbox locally on the hard disk. If you have a large Exchange mailbox, you will have an .ost file that is even larger. For example, if the mailbox size is 350 megabytes (MB), the .ost file size can be 475 MB or larger.
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Method 3: Split your large .pst file into several smaller .pst files
Outlook 2007 does not have a built-in function to split a .pst file into multiple .pst files. Therefore, you have to use one of the following steps to split a large .pst file:

   1. Use the Archive feature to move items to a new .pst file. To do this, follow these steps:
         1. In Outlook 2007, select your .pst file in the navigation pane.
         2.
         3. On the File menu, click Archive.
         4. In the Archive dialog box, click to select the Archive this folder and all subfolders check box, and then click a folder from the list.
         5. In the Archive items older than drop-down box, click a date.
         6. Click Browse, specify a path and a file name for the new .pst file, and then click OK.

            Note The new .pst file is displayed in the Mail Folders list as Archive Folders.
      If you want to change the display name for this .pst file, follow these steps:
         1. Right-click Archive Folders, and then click Properties.
         2. In the Archive Folders Properties dialog box, click Advanced.
         3. In the Personal Folders dialog box, enter the new display name in the Name box.
         4. Click OK two times to return to Outlook.
   2. Use the Move to Folder feature to move items to a new .pst file. To do this, follow these steps:
         1. On the File menu, point to New, and then click Outlook Data File.
         2. In the New Outlook Data File dialog box, click Office Outlook Personal Folders File (.pst), and then click OK.
         3. Specify a path and a file name for the new .pst file.
         4. In the Create Microsoft Personal Folders dialog box, specify the display name of the .pst file in the Name box. This is the name that is used by Outlook in the Mail Folders list.
         5. In the folder that contains the items that you want to move to a new .pst file, click one or more items to move.
         6. On the Edit menu, click Move to Folder.
         7. In the Move Items dialog box, click New.
         8. In the Create New Folder dialog box, enter a name for the new folder in the Name box.
         9. Under Select where to place the folder, click the new .pst file, and then click OK.
        10. In the Move Items dialog box, make sure that the new folder in the new .pst file is selected, and then click OK.

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Method 4: Use a filter to restrict the items that you synchronize from Exchange to your .ost file
To configure a synchronization filter on a specific Exchange mailbox folder, follow these steps:

   1. Right-click the folder, and then click Properties.
   2. In the Properties dialog box, click the Synchronization tab.
   3. On the Synchronization tab, click Filter.
   4. In the Filter dialog box, specify the criteria that will be used to synchronize new items that you want to arrive in this folder.
   5. Click OK two times to return to Outlook.

Note This method will reduce the current size of the .ost file. Items that were previously synchronized in this folder will be removed from the local copy of your .ost file the next time that Outlook synchronizes this folder. These items will be removed if they do not fit the filter criteria. You may have to wait for background compaction to occur before you can see the size of your .ost file decrease. Alternatively, you can manually compact the .ost file by clicking the Compact Now button in the Advanced settings of the Exchange account.

If you use a synchronization filter, you can view the items that are not synchronized with the .ost file either by using Microsoft Office Outlook Web Access or by using an Outlook client that is configured to use online mode in an Outlook profile.
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If you use a portable computer
If you are using a portable computer, you may experience these problems sooner than you would on a desktop computer. This occurs because hard disks on portable computers are generally slower than hard disks on desktop computers. The performance problems are directly related to hard disk speed. If you add more random access memory (RAM) to a computer, there is no effect on this problem.
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SemperWiFiConnect With a Mentor Commented:
It's SBS - To change the mailbox quotas parameters: Go to SBS Console > Users & Groups > Users Tab > Double click user name in question > Select Email in left pane of of Properties Window > Either uncheck 'Enforce the mailbox quotas' or change the quota size.

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Syed Mutahir AliConnect With a Mentor Technology ConsultantCommented:
Once you have done the above as per "SemperWifi", you would have to either stop / start exchange information store service or wait for 2 hours for the new settings to come into action.
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mikeabc27Author Commented:
Thanks, that's sorted the size change, how do I compact the mailbox in 2008?
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mikeabc27Author Commented:
Thanks guys, all sorted now
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