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Outlook 2007 false error mailbox has exceeded limit

Posted on 2014-11-04
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Last Modified: 2015-02-24
We have a client that uses Outlook 2007 for their mail client, in house Exchange 2010 server, and has a mailbox size limit on the server of 10gb.  They use one mail account on 3 machines.  Periodically in the middle of an email, they attach a file and get the message that mailbox has exceeded size limit.  The mailbox size is only about 3.4gb.  (Verified in Outlook as well as Exchange)  They then have to copy the body content of the new email to the clipboard, restart Outlook, paste the body, insert the attachment and then send the email without the error.

I have seen the post https://support.microsoft.com/kb/832925?wa=wsignin1.0 and it talks about setting the registry keys for file sizes, but the regkey HKEY_CURRENT_USER\Software\Policies\Microsoft stops at Microsoft.  There is no Office key.  

If the issue were too large of a OST file, then why does it allow them to close Outlook, re-open and then send without issue, not to mention happening on 3 computers?
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Question by:SamsonGorepass
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Expert Comment

by:bominthu
ID: 40422212
If that common mailbox happened to specific machine, usually that should be fixed by recreating Outlook profile for that specific machine. If it happening to three of them, please re-confirm the quota as below:

Please  check if there is anything set for per user quota ?
In the EAC, navigate to Recipients > Mailboxes, right click user mailbox and click properties .
Mailbox Settings tab- Storage quota - properties

And also confirm for that specific user mailbox size limit result by running command in powershell as below:

Get-MailboxStatistics "user_name" | ft DisplyName,TotalItemSize,ItemCount,StorageLimitStatus

Note : "user_name" = mailbox ID
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Author Comment

by:SamsonGorepass
ID: 40429015
First thing to note, this is an Exchange 2010 server,  EAC is 2013.  I did check in the EMC and the storage quota is set to 10gb.  Using the Get-MailboxStatistics says "TotalItemSize = 4.5GB" and "StorageLimitStatus = BelowLimit"

As I mentioned, this is happening on 3 computers, 2 are Windows XP and one is Windows 7.  Yes, plans are in place to phase out the XP stations.
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Expert Comment

by:DClarkeNZ
ID: 40485172
Outlook is actually very good at damaging an Exchange mailbox (believe it or not) and it happens quite often.  You may have a damaged mailbox in this case, particularly with 3 computers accessing the same mailbox.

First make sure that you are running the SAME version of Outlook (with all the same SPs and patches loaded for Office) on each machine.

I would suggest that you create a new mailbox database store in the EMC, then move that mailbox from the existing store to the new store.  This will often resolve a number of issues with the mailbox.  Once complete, you can move the mailbox back if you prefer.  Mailboxes can be moved live but for performance sake you may want to do overnight.
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Accepted Solution

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SamsonGorepass earned 0 total points
ID: 40503433
One of the mailbox's was set to cache, I am waiting to see if turning that off fixed.
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Author Closing Comment

by:SamsonGorepass
ID: 40627773
No complaints from the customer.
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