What is my Email account size limit?

Email Accounts are allotted a set amount of disk space, known as the mailbox storage quota. By default c4 creates Email Accounts with a disk space limit of 100MB.

If your Email Account approaches the disk space limit, you will be notified by Email with a warning message. Email Accounts which exceed their disk space limit will stop receiving new mail, and senders will receive a bounce message indicating mail cannot be delivered to the account. It is important to keep your Email Accounts within the file storage limits, and this FAQ will provide instructions on how to do so.

Where is my Email?

When someone sends a message to your Email address, our server accepts the message on your behalf. The message is stored in your mailbox on our server.

If you're like most of our customers, the message is stored in your Inbox temporarily – often less than 15 minutes. You check your Email periodically. Your Email client, such as Microsoft Outlook, downloads the mail. At which point, the mail is removed from our server. From that point on, the mail is stored in Outlook on your computer. Since mail is only stored in your mailbox temporarily in this scenario, mailbox size is rarely – if ever – an issue.

Some customers choose to store mail in their mailbox for longer periods of time – even indefinitely. This is the case when using Web mail exclusively. Others enable the “leave mail on server” option in their Email client. Reasons vary, but this is sometimes done so that the mail can be downloaded and viewed on multiple computers and devices. When storing mail on the server, you need to be aware of your mailbox size as you run the risk of filling up your mailbox and losing mail in this scenario.

How Mailbox Size is Calculated

Email Account mailbox size is automatically calculated nightly during off-hours, so as to not interfere with regular mail traffic. As such, the reported value may not reflect the actual value at the time you are looking at your account.

Items in all of your mailbox folders including Deleted Items and Sent Items folders count towards the total mailbox size. You must empty the Deleted Items folder after deleting any items or the space will not be freed. All folders count towards your size limit, including the Junk E-mail folder. SmarterMail Email Accounts default to a 100MB size limit.

Mail in the Quarantine and Junk Email folders automatically gets purged, and as such you do not need to manually delete messages in these locations.

Determining Mailbox Size

The mailbox size information is displayed on the My Today Page . To see it, log into your Email Account and select Email (the envelope icon) from the menu on the left. Select the My Today Page , and you will see the Disk Space Limits information reported on this resultant page.

If you are a Domain Administrator, Domains are set at a 1GB total size limit. Domain Administrators can get a report of mailbox storage size by User by following these steps:

  1. Login to webmail as a Domain Administrator
  2. Select Reports (the bar chart icon) from the menu on the left
  3. Select Domain Summary Reports > Traffic Reports > Disk Usage

Example Warning Message

When a mailbox gets close to the storage limit, the mail server will send out quota warning message. At this point in time, the mailbox will still receive mail, but the account owner should review the account and delete any mail they do not need to retain.

Here's an example of a quota warning message:

-----Original Message-----
From: "Mail Delivery System"
Date: 16 Sep 2011 16:18:04
To: info@example.com
Subject: Warning: Approaching message quota limit

*****Warning*****
You currently have a total of X messages which are occupying X Kbytes. Your message quota limit is X Kbytes. New messages which would cause your quota to be significantly exceeded will be rejected. If your total mailbox size exceeds the quota then ALL new messages will be rejected.

Example Error Message

When a mailbox reaches the storage limit, senders will receive a bounce message indicating their mail cannot be delivered. At this point the mailbox will not receive any new mail until the account owner deletes mail. Here's an example of an error message:

-----Original Message-----
From: "Mail Delivery System"
Date: 16 Sep 2011 16:18:04
To: info@example.com
Subject: Delivery Status Notification (Failure)

The following message to user@example.com was undeliverable.
The reason for the problem:
5.4.7 - Delivery expired (message too old) [Default] 452-'4.2.2 Message would exceed quota for user@example.com'

Finding and Deleting Large Messages

If you are approaching your mailbox storage quota you should review your account and delete any mail you no longer need. One of the quickest ways to reduce your mailbox size is to look for mail with large attachments and delete those. Before deleting, you should save the attachment(s) elsewhere on your computer so you don’t lose any data.

There is a Disk Usage Summary report that will show you disk usage for all folders in your account. To see this information, log into your account and select Reports > My Reports > Disk Usage. Using this information you can identify what folder(s) to go delete mail from. To delete mail in SmarterMail:

  1. Select Email (the envelope icon) from the menu on the left
  2. Click on the folder you want (e.g., Inbox)
  3. Click on Size to sort the mail so that you can see the largest sized mail first
  4. Place a check next to all mail you are going to delete
  5. From the Delete menu, select Delete
  6. Click OK to the message asking if you are sure you want to delete the selected items
  7. When finished going through any additional Folders and repeating steps 3-6, click on the Deleted Items folder
  8. Place a check next to all messages in the Deleted Items folder
  9. From the Delete menu, select Delete
  10. Click OK to the message asking if you are sure you want to delete the selected items

Junk E-Mail and Deleted Items Folders

Junk E-Mail is retained for 7 days, and then gets deleted first in, first out. The Junk E-Mail folder has a size capacity limit of 50 MB, once it goes beyond this limit it will automatically get reduced to 25 MB. Deleted Items are retained for 30 days, and then get deleted first in, first out. The Deleted Items folder also has a size capacity limit of 50 MG, and once it goes beyond this limit it will automatically get reduced to 25 MB.


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