Indiana University
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About storage space on the Exchange server

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Default storage capacity

By default, Indiana University Exchange mailboxes are allotted 2 GB of storage capacity.

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Determining the size of your mailbox

To determine how much data you have saved in your Exchange mailbox (i.e., Inbox and folders), see Checking your storage space on your Exchange account

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Requesting a storage increase

To request additional storage capacity for your Exchange account, email the UITS Accounts Administration team.

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Exceeding your storage capacity

The Exchange system handles storage excesses automatically. As you purge contents from your mailbox, your account's storage capacity automatically adjusts and resets.

When your account exceeds its allotted capacity, the Exchange server will respond with the following actions:

Mailbox size Exchange server action
2 GB The server will send daily notices indicating you have exceeded your account's storage capacity.
2.1 GB The server continues to send daily warnings and suspends your ability to send email.
2.2 GB The server suspends your ability to send and receive email, but you retain access to your account so you can purge contents to free up space. Normal email functionality will resume only when your account no longer exceeds its allotted capacity.

Note: If your account exceeds its allotted storage capacity for more than 30 days, your mailbox will be disabled.

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Reducing the size of your mailbox

Purging deleted items

Email messages you delete from your Inbox and other folders continue to count against your account's storage allotment until you empty your Deleted Items folder:

  • In Outlook 2010, from the Folder tab, select Empty Folder.

  • In Outlook 2007 and 2003, from the Tools menu, select Empty "Deleted Items" Folder.

To delete individual messages from Deleted Items, select one or more messages, right-click, and then select Delete.

To configure Outlook to automatically empty the Deleted Items folder whenever you exit:

  • In Outlook 2010, from the File tab, select Options, and then click Advanced. Then, under Outlook start and exit, select Empty the Deleted Items folder when exiting Outlook.

  • In Outlook 2007 and 2003, from the Tools menu, select Options... . On the Other tab, select Empty the Deleted Items folder upon exiting.

Deleting large messages, removing attachments, and storing items in personal folder files

To reduce the size of your mailbox, you can search for large messages, and then delete them, save any attachments to your computer, or move them to personal folder files.

To search for large messages:

  1. In Outlook 2010, from the File tab, select Cleanup Tools, and then Mailbox Cleanup... .

    In Outlook 2007 and 2003, from the Tools menu, choose Mailbox Cleanup... .

  2. Click Find items larger than. Leave the default value of 250 kilobytes, or increase it to search for larger messages.

  3. Click Find... .

  4. From the resulting list, click to select one or more messages you want to delete, and then right-click and select Delete. This moves the messages to your Deleted Items folder, which you then must empty to free up storage space.

To save an attachment your computer, and then remove it from the message in your mailbox:

  1. Double-click the message that contains the attachment.

  2. Right-click the attachment, and then click Save As... .

  3. Browse to a location on your computer where you want to save the attachment, and then click Save.

  4. After saving the attachment outside your account, you can remove it from the message in your mailbox. This allows you to keep the message without having the attachment count against your storage allotment:

    1. Right-click the attachment(s), and click Remove.
    2. From the message's File menu, select Save.

Alternatively, if you have personal folder files within Outlook, you can drag messages from the Advanced Find window and drop them in a personal folder file. Personal file folders are stored on your computer and do not contribute to the size of your mailbox.

Archiving old items

To reduce the size of your mailbox, archive older messages in Outlook personal folder files, or configure AutoArchive to automatically archive old messages; see Description of the AutoArchive feature in Outlook.

For help while using Office applications, press F1 or click the question mark on the upper right. For more, see How can I get help with Microsoft Office software?

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Working with institutional data

IU Exchange accounts are appropriate for storing institutional data elements classified as Public. Do not use your Exchange account to store institutional data elements classified as University-internal, Restricted, or Critical.

The IU Committee of Data Stewards and the University Information Policy Office (UIPO) set official classification levels and data management standards for institutional data in accordance with the university's Management of Institutional Data policy. If you have questions about the classifications of institutional data, contact the appropriate Data Steward. To determine the most sensitive classification of institutional data you can store on any given UITS service, see the "Choosing an appropriate storage solution" section of At IU, which dedicated file storage services and IT services with storage components are appropriate for sensitive institutional data, including ePHI research data?

Important: Do not use your IU Exchange account to send sensitive data via email unless it is required by your role within the university. If you are unsure whether email is appropriate for a particular situation, consult with the appropriate Data Steward and the UIPO. Furthermore, always force Cisco Registered Envelope Service (CRES) encryption when sending email that contains sensitive institutional data, even if the recipient's email account is on the IU Exchange system. For more, see:

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