E-mail is our number
one user application, but we don't always know enough about it. It's time
we review a few facts about our e-mail system and understand the new changes
that will be implemented March 21st.
The first thing to understand about our e-mail system is that there are
limits. We have limits on the amount of space, the size of messages, and
the number of people we can address in a single message.
We have two places for storing e-mail; our mailbox and our personal folders.
Since personal folders reside on our own computers or file servers, limits
are 2GB per personal folder and the size of your hard drive. The mailbox,
on the other hand, has disk quotas that we all need to understand. The first
quota starts when your entire mailbox exceeds 50MB. At this point, the e-mail
system nags you with messages that you are exceeding your first quota. The
second quota starts when your entire mailbox exceeds 100MB. At this point,
the e-mail system prevents you from sending any e-mail until you get below
100MB. The third and final quota starts when your entire mailbox exceeds
150MB. At this point, all incoming e-mail to your mailbox is bounced back
to the sender until you get below 150MB.
How do you know how much space you are using? To find out, right click
on your name in the "All Mail Folders" box on the left side of your Outlook
program and choose Properties. An "Outlook Today" window appears with a
"Folder Size" button on the bottom left side. Left click the "Folder Size"
button. A "Folder Size" window appears showing your total mailbox size as
well as the size of each folder in your mailbox. You can decrease your mailbox
size by either moving messages to your personal folder or deleting them.
Remember, if you delete messages, you must empty your deleted items folder
or they will still count against your quota.
The size of messages also has limits. The simplest thing to say is never
make your messages bigger than 10MB. The internet connector to our e-mail
system (the part that sends and receives messages outside of our e-mail
system) has a limit of 15MB. Our e-mail system will allow 50MB messages
to be sent internally, but this is a bad idea for two reasons. First, when
you send a message, a copy is put in your sent items folder and that counts
against your quota. When the user receives their copy then that is counted
against their quota. Second, if the person receiving the message is on a
slow link, it would take too long to receive and they would think something
is wrong with their computer. Remember, when you have large files to send,
use the S drive to distribute the file and then send an e-mail telling where
you put the files.
There is even a limit on the number of people you can address in a single
message. That limit is 500. That means that if you address a message to
501 people, then only the first 500 addresses would get the message. So,
who would ever address a message to 500 people? Anyone who uses distribution
lists. The e-mail system does not count a distribution list as one user.
It counts all the names in a distribution list. So if you select multiple
distribution lists in a single message, you will probably hit the 500 limit.
Now that we've talked about some of the limits to our e-mail system,
you need to know about some mailbox management policies that are being put
in place. The first policy went into effect at the start of the year and
runs every evening and deletes any messages in the Junk E-mail folder that
are more than 30 days old. The second and more important policy is the one
that will be implemented on March 21. This policy will automatically remove
any item in the Deleted Items folder that is older than 60 days. "Remove"
means that the messages are gone and can not be retrieved by the Recover
Deleted Items option. So do not use the Deleted Items folder as storage.
Any messages you wish to save should be moved to another folder in your
mailbox or your personal folders.