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Outlook mail box size on server

Posted on 2013-06-07
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Last Modified: 2013-06-11
I have a user whose outlook mail box size is reduced from 4 to 1 GB in outlook,  however when we look at the mail box size in outlook & also at the exchange on server, it still shows server mail box  size as 4GB. The outlook mail box size on client does show as 1GB.

I thought server "online defrag" should reduce the size of the mail box to 1GB however this is not happening. Any ideas on this? Ideally I would like to see the correct mail box size on the server.
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Question by:itbUD
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Expert Comment

by:strivoli
ID: 39228881
Please post Outlook and Exchange versions. Thank you.
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Author Comment

by:itbUD
ID: 39228896
My outlook version is 2003 & Exchange is also 2003.
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Expert Comment

by:strivoli
ID: 39228954
Outlook and Exchange have similar mailbox sizes depending on which size are you looking at. I expect you are using Outlook in cached mode and as a result you have an OST file associated to the Exchange profile.
I expect you are watching at user's mailbox size on Exchange, using System Manager, under Mailboxes (remember to refresh the view). The mailbox associated to the user shows a size that should be very near to the size reported by Outlook.
When I run manual Archiving on big mailboxes I see the size reported on Exchange reducing without any need to wait for the defrag.
Please let me know if:
a. Outlook is cached,
b. You are looking at Exchange's mailbox size exactly as showed above.
Thank you.
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Author Comment

by:itbUD
ID: 39229014
See the attached screen shot. User data is much less than server data. Outlook is not in cache mode. When I am looking at the system manager  on exchange server, the mail box size appears to be 4gb as if no maintenance happened.
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Expert Comment

by:strivoli
ID: 39229032
There's no screen shot attached.
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Expert Comment

by:strivoli
ID: 39229052
Kindly post the "Deleted Item Retention Period". Thank you.
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Author Comment

by:itbUD
ID: 39229064
uploaded now. See attached file.
mailboxsize.docx
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Author Comment

by:itbUD
ID: 39229066
deleted item retention period is 1 days & this mail box was resized a month ago so not a mail box retention period for sure.
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Expert Comment

by:strivoli
ID: 39229078
The 2 pictures have a very low quality. I hardly can read the values. What does Exchange System Manager report as Mailbox size?
Furthermore, it seems that you are looking at the Inbox folder and subfolders only, not at the entire mailbox. Right?
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Expert Comment

by:strivoli
ID: 39229096
You wrote Outlook is NOT cached. I think it is since you have 2 tabs: local data and server data. This is a typical cached scenario.
If you were NOT cached, you would have 1 tab only since there's no local data.
Please check again if Outlook is cached or not.
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Author Comment

by:itbUD
ID: 39229102
exchange system manager report as 4Gb which is what "server data" shows. Local data shows as 1GB.  I am looking at the entire mail box size.
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Expert Comment

by:strivoli
ID: 39229111
OK. Did you have a chance to check if Outlook is cached or not?
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Author Comment

by:itbUD
ID: 39229112
how do I check if its cached?
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Expert Comment

by:strivoli
ID: 39229127
Have a look at the E-mail Account settings (you have only 1 account right?). Please see the attached pic. Let me know. Thank you.
o-step4.jpg
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Author Comment

by:itbUD
ID: 39229131
My outlook does connect to a OST file setup on the local "C" drive.  if this is what tells I am in cache mode then "YES" it in cache mode. How do I update the server data size?
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Author Comment

by:itbUD
ID: 39229137
ok , it does show in cache mode.  Still question remains who does exchange be updated with client mail box size?
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Expert Comment

by:strivoli
ID: 39229152
Create a new Outlook profile in NON cached mode. Check the size. You should find only 1 tab (not 2 tabs: local and server - as previously seen) and it should report about 4GB.
Rerun the maintenance.

BTW: which kind of maintenance are you running?
a. Moving items to an Archive PST file, or
b. Deleting items and emptying the Recycle Bin.
c. None of the above. Please specify.

Thank you.
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Author Comment

by:itbUD
ID: 39229214
both a & b.
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Author Comment

by:itbUD
ID: 39229386
so once the cache mode is taken off, server mail box size will be updated from the client mail box size ?
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Expert Comment

by:strivoli
ID: 39229412
No. The server wins. Instead of clearing the cache on actual Outlook profile, I suggest you create a new Outlook profile, set it NOT cached and rerun maintenance.
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Expert Comment

by:strivoli
ID: 39229415
Are you based in Italy?
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Author Comment

by:itbUD
ID: 39229428
North america
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Author Comment

by:itbUD
ID: 39229708
so it seems if am not on cache mode, whatever I do changes my mail box size at the server end. which is good. Any down side of not running in cache mode? Would I be slow since ost file is not on the local machine?
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Accepted Solution

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strivoli earned 2000 total points
ID: 39230303
I'm suggesting you to run in NON cached mode only during this troubleshooting and your maintenance. Once the maintenance is over and the mailbox size is reduced to the desired level, you can enable caching.
I kindly remember you to create a new Outlook profile, in NON cached mode, run the maintenance and then enable caching on this new profile.
You can forget about the old Outlook profile.
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Author Closing Comment

by:itbUD
ID: 39234332
Many Thanks
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Expert Comment

by:strivoli
ID: 39236951
You're welcome.
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