Quotas
The Kennedy School has imposed quotas on E-Mail and Network accounts for Faculty, Staff, and Students. It is important for you to keep your E-Mail and Network drives free from clutter or unwanted mail.
Students have 150 MB of space on a network drive for saving personal files. This space is designated as the M: drive.
Students have 250MB of space on the server for e-mail messages. Messages older than 6 months old are purged twice a year in July and January.
Reduce Personal M: Drive Space
The Kennedy School has decided that Students need to have quotas for both the space they use on their M: drive, which is personal space on the network, as well as the space they use for their mail file.
The size of your M drive can be checked by opening up your Windows Explorer (not Internet Explorer), and clicking on your M drive. You should see all of your file folders in the right hand window. Click in the window and go to Edit/Select All. Your file folders on the M drive should become highlighted. Right click any of the highlighted folders and go to properties. Your M drive space will show up in the dialog box that appears.
Be careful not to select only the M drive in the right pane (in which case, none of your folders on the M drive will become highlighted) and view the properties. This will give you the total space left on the M drive for the whole school.
Reduce Webmail Space
Many people keep all their mail for their records. Unfortunately, the size of many mail files, as noted, has become too large. The information below will help you choose a course of action to get your mail file under quota. There is also important information about archived mail on a disk.
Search for Large Emails
Deleting your largest emails quickly reduces the size of your mailfile. The best way to search for large emails (those with attachments) is to click on the "Mail/All Documents" folder in Webmail and sort by "Size". Sorting by All Documents can take time if you have a very big mail file.
When you view by All Documents and sort by size the largest messages appear at the top of the list. You can select multiple messages for deletion by clicking on the email(s) and the delete key on your keyboard.
Compact Your Mailfile
After deleting a large amount of email, mailboxes must be compacted to free up space. This happens automatically several times a day, thus you will have to wait up to a few hours for webmail to report the actual size of your mail file. To see exactly how much space you are taking, log on to email from the intranet and click on the words "Lotus Domino Web Access" in the upper right hand corner of the window.
