I have a small customer that has Email accounts for all their employees but they have one Email account where they have all their billing sent (with attachments) then it is forwarded to all of the employees. The problem is that this account can grow large - fast - and the maximum setting I can have is 4000MB on the accounts. I can move their account to the next level but that will only increase the mailbox to 6000MB. What other options could I do?
Is the email on an Exchange server or Office 365? Archiving, whether manual or automatic is always an option. Depending on your email server and Exchange version (if it's Exchange), you may be able to set up archiving on that server. If it's Office 365, the cost per mailbox is higher if archiving is included.
Have you tried to turn on archiving on that particular mailbox? Archive out after a certain date/days, etc. Archive out to a local file location so that it isn't taking up mailbox space. Finally make sure you keep good backups of the archives, wherever they may be sitting.
Just Office - Outlook - I would agree with the archiving comment but everything gets moved out of this Email and forwarded to the other accounts so it "drains" it every morning but it can happen overnight....