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Email quota guidelines
Server disk space on ITS email servers is shared by all users. Email users should be aware of and work toward conserving server disk space. Individuals are responsible for not overusing the disk storage on email servers according to the IT Acceptable Use Policy.
Many people think they need to keep every email message sent to them. Email is not a good archival system for important documents. Here are some things to consider:
- The more email you have, the longer and more complicated it is to migrate it to a new computer or new email software.
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Finding messages received 2 or 3 years ago can take an amazing amount of time.
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The best archival system for important documents continues to be a good disk-based or paper filing system with backup copies of the most important data.
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Keep your inbox as small as possible
Note: Removing messages with attachments will help the most in reducing server disk space usage. Below you will find links to useful information on checking and reducing email disk usage.
IMAP clients
Apple Mail, Thunderbird, and Outlook can be used to mass delete and organize messages into folders on the server and on your local computer.
Central campus email accounts
- Check email server disk space use / remove old email
- Purge hidden or unintentionally saved messages on the server
- Download and archive using Webmail
- Archive email using the Pantheon Account Tool
Medical campus email accounts
- Check email server disk space use / remove old email
- Purge hidden or unintentionally saved messages on the server
- Download and archive using Webmail
YaleConnect accounts
In preparation for converting to the YaleConnect service, you will want to reduce server email storage by following steps detailed above. Reducing the amount of email you store will reduce the time necessary to convert to the YaleConnect Service and help you remain within YaleConnect service disk usage limits (1000Mb Total).
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