What are Quotas?
Quota limits are imposed on all network storage: U: drives, Network shared drives, *User (Roaming) Profiles, and Employee Email. These limits have been applied to track usage progression for planning purposes and ensure everyone has equal access to network storage resources. As all VIU users (Faculty, Staff and Students) share these network resources, it is important that everyone makes efficient use of the available space.
*User (Roaming) Profiles - please see our web page on User Profiles.
The default quota limits for network storage are as follows:
- Student U: Drive: 200 MB
- Employee Email: 2GB
- Employee U: Drive: 10GB
- Network Shares: 10 GB per user
- User (Roaming) Profile: 1GB
(Note: The more data in your roaming profile, the longer your login time will be.)
Once you have mapped to the share (your U: drive is automatically mapped for you on login), click once on the Computer Icon in the quick launch tray, and click once on Computer. In the left hand pane you will see your personal usage for that share (Total and Free space).
Shared Drive Note:
For shared drives this will only display 'your' allotted space on the shared drive, NOT the amount of space being used by other members of your group, or the total size of the share.
There are three stages (or levels) to the quota settings:
- 1st stage, you will receive email warnings that you are over your quota (these email warnings will include your quota limit and your usage*)
- 2nd stage, you can no longer send email, but will continue to receive it.
- 3rd stage, you can no longer send or receive email. Email sent to you will be bounced back to the sender.
The default quota limit for Email is 2.0GB (1st stage), with 2.5GB as 2nd stage, and 3.0GB as 3rd stage.
*Changes to mailbox quotas are not reflected immediately, this includes deletions by the user or increases by ITS. This is because it can take 2 - 3 hours for the information to synchronize between the Exchange servers. So even though you may have deleted a number of items from your mailbox and are currently below your quota limit, you may continue to receive warning messages until the servers synchronize. See below for instructions on checking your current mailbox size.
Please note: the default email limits are;
Maximum number of sent emails per 24 hours: 1000
Maximum file attachment size: 30MB internal email addresses, 20MB to external email addresses.
Determine your current Mailbox size
In the top of the left hand pane of Outlook, you will see 'Mailbox - Your Name' or just 'Your Name'. Right-click on this item and go to Data File Properties. In the bottom left hand corner click on the button labeled Folder Size. Look for Total size (including sub-folders) - it is at the top.
Find out where your space is being used
The above method will show you all of your folders and the size for each. This is a good way to see which folders you may want to look at to free up space.
Empty your Deleted Items folder
Items in this folder are still calculated as part of your quota. To empty the folder right-click on the Deleted Items folder and choose Empty Folder.
Recover Deleted Items
Items emptied from the Deleted Items folder can be recovered for up to 60 days. To recover deleted items, open the Deleted Items folder and go to the Folder Menu -> Recover Deleted Items...
Take a look at your largest emails
At the bottom of your Mail or Folder list in the left pane is a heading called Search Folders. Open this heading (click on the + sign) and select Large Mail. This will bring up all mail larger than 100KB no matter where they are stored in your Mailbox. Email can be deleted from here, but sometimes you may just want to remove or delete the attachment (which is usually the largest percentage of the Email's size).
Send a link instead of an attachment
When sending an email to people with whom you share a network drive, just include the link in the email instead of the document. In addition to saving quota space (for both you and them), you can ensure everyone is working from the same file, and preventing various versions from being stored in different locations. Contact the Helpdesk to find out how.
Remove or Delete Attachments
Attachments that you have received can be saved elsewhere then removed from the email, leaving the email itself. Attachments in your Sent box that you have attached to emails, can usually be deleted as you already have a copy of the attachment elsewhere. In Office 2007 Rich Text emails need to be converted to HTML before the attachment can be removed.
Add a size column to your Inbox
This will only work if you have your Reading Pane on the bottom and not on the Right. Open your Inbox and go to View -> Arrange By -> Custom... Click on Fields... Select Size from the left pane and click Add. Click Ok and OK. This can be done for any folder in your mailbox.
Use Text only for Email Signatures
You should consider creating your Outlook Email signature without using graphic files for the following reasons.
- To not clog your mailbox with a multitude of tiny graphics files. For example if you have 6000 messages, and each contains an 8 KB graphics file, that’s 8 X 6000 = 48000 KB’s or 48 MB’s, this is almost half of your default email quota!
- In addition to clogging other users’ mailboxes, the size of your sent items folder also increases
- On email systems where your message is presented in plain text, your signature actually looks better when converted.
- We now have recipients who receive their email on mobile devices like Blackberry and Tablets. Opening attachments on these devices is not only slow but frustrating when the attachment turns out to be a graphic.
Try using Plain Text for some of your Emails instead of Rich Text or HTML
The formatting and graphics used in Rich Text and HTML emails will add size to each email you send.
Backup/Archive older Emails
This should only be for Emails that you want to keep for possible reference, but do not need on a day to day basis. Archives are not available through webmail. ITS does not recommend that you use the auto-archive feature in Outlook. This feature can cause corruption of your email archive and lead to loss of data. Please see our web page on Archiving Email.
Please see below for recommendations on Quota Management.
For increases in network storage space (for course-related use) have your instructor contact the IT Helpdesk at email@example.com for more information.
It is important that you review your space usage before requesting an increase. Use the guidelines listed below. If after reviewing these sections you feel you still require an increase send an email request to Helpdesk (include information about your review).
File Storage Options:
Depending on the types of data that you are storing, how frequently you need to access the data, and the need for producing backups, you have a number of options available.
U: Drive Recommendations:
- Active/development files that you use or reference frequently.
- Files are backed up by ITS.
- No Recycle Bin for U: drive - files deleted are gone*.
Shared Drive Recommendations:
- Files that are needed for shared group access.
- In development or referenced frequently.
- Files are backed up by ITS.
- No Recycle Bin for items on network shares - files deleted are gone*.
C: Drive Recommendations:
- Files that do not need to be backed up.
- Files that are already backed up to CD.
- Files are NOT backed up by ITS.
- Deleted items are sent to the Recycle Bin.
- Unchanging files - i.e. photos.
- Files that are needed for occasional reference.
- Earlier versions of documents.
*Faculty & Staff - If items have been deleted or overwritten in error, contact the IT Helpdesk to recover these items. The Helpdesk will need the following information: name of the file (including file extension or type of file), network location of the file (including all sub-folders), date of the last known good copy of the file.