All email accounts have a quota, that if exceeded will prevent the sending and receiving of mail. Messages with file attachments such as pictures, video clips, and slides generally take up the most space. The number of messages is usually not important; it's the size of the file attachment(s).

WebMail displays the percentage of space used under the University at Albany logo in the left-hand menu bar. To reduce the space used, you will need to delete mail and empty it from the Trash folder, or archive some messages. At the bottom of the folder list in the left-hand menu bar is a link called "Folder Sizes".  This displays your folders and the amount of space each folder takes up.

To reduce the amount of messages in your WebMail account or to empty the Trash folder, follow these steps:

• Click Options in the upper section of the WebMail window and then select Folder Preferences.
• The first option is Trash Folder. Change the selection from INBOX.Trash to 'Do Not Use Trash'. Then click the Submit button located at the bottom of the page to save the preference.
• Any items currently in your Trash folder and any additional emails you delete will now be deleted permanently from your mailbox.
• Return to INBOX and delete any unwanted messages. You may also need to delete messages from your Sent, Drafts, and other folders to further reduce your quota.

To view space usage within Outlook client (not available in OWA), follow these steps:

• Open your Outlook client and highlight "Mailbox - Your Name". Then right click and select Properties for "Outlook Today".
• In lower left hand corner of the "Properties" window, click on "Folder Size" button.
• The total size (including subfolders) is the size of your mailbox in KB.
• Below the total size is a breakdown of the subfolders and the amount of space each takes up.
• To reduce the space, you will need to either delete mail and empty it from the Deleted Items folder, or archive some messages.
• Click Close, and then OK, to return to your Inbox.