Email Over Quota

You might be over your quota if you have received an email from our server you were over your email quota:

"Re: Mailbox Size Warning . The mailbox you@yourE-mail.co is almost full. You should remove some emails as soon as possible to prevent losing any future mail, or ask the admin to upgrade your account to have a larger quota."

Or someone who sent you and email might call to tell you that the got back an email like: "Subject: Mail delivery failed: returning message to sender. A message that you sent could not be delivered to one or more of its recipients. The following address(es) failed: "

Why Account Size is Limited

In order to keep its servers working efficiently Bower Web Solutions limits the amount of space allocated to websites on its servers.

In order to keep email storage from taking over a website, emails on Bower Web Solutions servers should have a limited amount of space.

The idea is that emails should only be left on the servers long enough for your computer(s) and mobile device(s) to download the emails and back them up. (You are backing up your computer, right?). Once the computer has downloaded and backed up the emails they should be deleted from the server freeing up that space and keeping the Bower Web Solutions servers clean and fast.

Usual Causes:

Mobile devices

Mobile devices can often either put sent items into the sent items folder on the server and put deleted items into the 'trash' folder on the serve.

To clear these out you can log into your mail on the server by using the links in the client login page on the top of this and all pages on the Bower Web Solutions website. Messages in the sent can usually be deleted. Once messages have been deleted the 'Trash' needs to be emptied as well or items in the trash will continue to take up space. If you need a copy of an item sent from your mobile device on your computer it is recommended that you copy yourself (so it goes in your in box). More information on how to delete messages from the server.

Your mobile device carrier may be able to help you configure the device so that items are not left on the server.

 

Leaving messages on the server too long.

Explanation: By default, Outlook should not leave messages on the server. However, since leaving messages on the server will quickly cause your account on the server to fill up, take a second to check.

Not Deleting Messages from Server or Leaving them on too Long on Microsoft Outlook and LiveMail

Note: Most versions of Outlook and Windows LiveMail are quite similar. Below is an explanation with screenshots of one of the most common and standard versions, Outlook 2007, but this should be helpful for all other versions including Outlook Express and Windows Live Mail (which replaced Outlook Express on Vista and later computers).

Sometimes your first clue that your email is 'full' is that you cannot receive email.

1. Open Microsoft Outlook or Live Mail.

2. From the Tools menu, choose Account Settings  (note in LiveMail: From the accounts tab, choose edit email account - the @ sign with a check mark).

3. If you see more settings button click on that.
4. If/when you see four tabs (general ,servers, security, advanced ).
5. Click on the advanced tab to make sure you are not leaving messages on the server. Once you have downloaded the messages onto your computer they will be saved there; leaving them on the server takes up valuable resources and risks filling up your e-mail account or even the space allocated for the entire website.
6. 
   If you are leaving messages on the server
   do so only for a few days. Leaving e-mail on the server allows you to synchronize your incoming e-mail on two or more computers, all checking the same account. If you would like to do this, please read how to check e-mail from two or more computers. Leaving messages on the server as a backup is not recommended as your quota can easily be exceeded, causing problems with e-mail accounts or even with your website. Contact your system administrator to set up back up routines if you do not already have them in place.
7. Under the advanced tab, uncheck the box "Leave a copy of messages on the server" or,
   if you leave it checked, select both the tab to remove from server when deleted from deleted messages and Remove from server after a few days to give your computer time to back up and/or to get the messages onto other computers.
   
8. We also recommend you can check "remove from server when deleted from 'deleted items'. "
9. Click the OK button, click the Next button, click the Finish button. Hit send and receive and you should start seeing some delayed emails. It can take several hours for backed up emails to get thru as the work their way thru the queue.
   

Remove Messages When Deleted from Deleted Items

Since many times email accounts get filled when you receive large files (pictures, videos or your co-workers sending the new brochure around) you can often solve the problem and keep your mail program from getting to full by:

1. Checking that the remove from server when deleted from 'Deleted Items' (see graphic above) box is checked.
2. From the main outlook window choose tools>options>other> and under General check "Empty the Deleted Items folder upon exiting'.
3. Saving the (large) files you want to save in the appropriate spot (my pictures, my videos or new brochure, for example) and then deleting the email. Note if they are really huge you can empty the deleted folder immediately by right clicking on the deleted folder in Outlook/LiveMail and choosing 'empty deleted items'.

If you have done as much as you can to limit what is being stored on the quota, you can speak with your server administrator about increasing your email quota.

You can also configure your email to work with Gmail or another free email account if you need to have a large amount of online storage.

Since websites also have quotas you may need to speak with Bower Web Solutions about increasing the overall website quota.