Managing your email quota
How much space do I have?
Students are given 100MB of space in their university mailbox
and staff are allocated 500MB.
Your mailbox includes your inbox, deleted items, sent items,
drafts, personal calendars, contacts and any other subfolders that
you may have created.
What happens if I run out of space?
You will receive a warning when your
mailbox reaches 90%. At 100% messages can’t be sent and
at 120% messages can’t be sent or received. Incoming email is
queued for four days and these messages will be delivered when
space is cleared.
My inbox is empty, so why is my mailbox full?
There is more to your mailbox than just the inbox; sent items,
drafts, deleted items and any subfolders that you have created also
count towards your quota.
Don't forget to empty your deleted items folder too:
1. Right click on the Deleted Items folder.
2. Select Empty Deleted Items.
How can I clear space in my mailbox?
You may be surprised by how many emails you are storing and how
many old entries there are in your calendar. In Outlook, right
click on a folder or your personal calendar and select Properties.
Change "Show number of unread items" to "Show total number of
items" and press Apply to find out. We'd strongly recommend that
you store no more than 5,000 entries in a single folder or
Use the mailbox cleanup tool
Find out how much space each folder in your mailbox is using
with the mailbox cleanup tool.
In Outlook 2010, click File and select Info, then mailbox
cleanup. In Outlook 2013, click File and select 'cleanup tools'
from the 'mailbox cleanup' section.
Press the 'view mailbox size' button to see a breakdown of how
much quota each folder is using. (1 MB = 1024 KB)
You can also use the 'find' function to search for old or large
Save large attachments
Any files attached to emails contribute towards your email quota
usage. We often find that a small number of emails can take up a
huge percentage of someone's mail quota. Where you can, try to save
the attachment to your G:\ drive and delete the email.
Alternatively, you could archive large emails to your PC - click
the Archiving tab for instructions.
Sort by size
An easy way to find out which emails are using the most quota is
to sort by size.
From across the top of your inbox, click 'by date' or 'arrange
by date' and select 'size'. Your emails will sorted from largest to
smallest. Locate and delete your largest messages.
When you have finished, click the 'size' option and select
'date' to sort your emails back into chronological order.
Use large mail search
Outlook has a search specifically created to locate large mail
items. In your folder list, look for “Large Mail” in the Search
Free up space by archiving emails that you want to keep copies
of, but don't need to keep in your main mailbox.
For emails that you can't delete but
you don't need regular access to, you could archive them. They will
still be accessible within Outlook but won't count towards your
These emails are moved from the mail
server to a location that you select, so won't be visible in
Outlook Web App (OWA) unless you move them back into your
Step One: Create an archive (PST) file
Outlook 2010 or 2013 and click the Home tab.
- Select 'new items', then 'more items' and 'Outlook data
- Select a location to save your archive file to.
A secure network drive (such as the G or Z) are a good
place as they are regularly backed up, so you won't lose
your archived emails if your PC fails.
- Type a filename - this will be the name of the folder in
- Make a note of the filename and location of the PST file - you
will need this information to back up the file or if you move to a
new PC and need to re-import your emails.
- Tick 'add optional password', if you wish. This means that the
emails in the file will be inaccessible without typing the
password. This can be anything you want, but make sure you
remember the password – ICT will be unable to recover this for
- Click OK.
Step Two: Add emails to the archive
- Your archive folder will now appear in your folder list.
- Drag and drop any emails or folders that you would like to
archive into this folder. The emails will be moved from the mail
server, freeing up your quota.
- Treat this folder like any other in your mailbox. You can
create subfolders and move emails in and out at any time.
- You could also use the mailbox cleanup to
automatically move emails that are older than a specific
date to your archive file.
Moving PCs or reimaging
If you choose to store your archive file on your C
drive, you should take a copy of it before you move to a new PC or
have your computer reimaged. Browse to the location that you
selected in step one, part 3 and copy the PST file to a safe
location like a network drive (G: or X:) or to a memory
On your new PC, copy the PST file to the location where you
would like it to be stored. Import your archive into Outlook by
clicking File, Import and Export, Import from another program or
file and selecting Personal Folder File.
Unless you have stored your PST file in a secure location,
such as a network drive (eg. the X or G drive),you must
periodically back up your PST file to ensure that no data is lost
should your PC fail.
Protect your digital life
Email is part of our day to day lives, but unfortunately is also
a target for many online nuisances and threats.
Between four and six million emails are sent to University email
accounts each week. 1.2 million emails are sent from addresses
external to the University, of which only 25% are actually
legitimate emails and are allowed to enter the mail system.
ICTD has a range of services in place to prevent you from
receiving unwanted or dangerous emails, whilst still ensuring that
legitimate emails are delivered. The vast majority of spam emails
are blocked, but unfortunately one or two may find their way into
your mailbox. Our mail system constantly evolves, but as a result
it may occasionally allow the delivery of new types of spam, until
it becomes apparent that these messages should be blocked.
Sometimes perception of spam email varies from person to person.
For some a daily email from a coupon site offers the chance to snap
up a great deal, but for others these emails are a nuisance. In
some cases the recipient may have actually opted in to receive them
in the past but now consider the emails to be spam.
Viruses can be spread through emails, either embedded within the
message or as an attachment.
To prevent your computer from becoming infected, you should
ensure that you have up to date antivirus software installed. Avoid
reading emails from unknown senders and never open suspicious
attachments, such as .zip and .exe files. If you’re still unsure,
try saving the attachment and scanning it with antivirus software
Our Mirapoint mail servers block the vast majority of virus
laden emails from entering the University network.
Spam is unsolicited junk email, usually attempting to sell you a
product or a service, or containing links to unscrupulous websites
hosting viruses or scams. If you have an email address, the
likelihood is that you have received a spam email – it is estimated
that 78% of all email sent is spam.
Email addresses are collected from a variety of sources, usually
automatically by a computer program, and then sold on to spam
senders. Sources include websites, social media, email chains and
the address books of accounts that have been accessed (compromised)
by spammers through virus infections and phishing scams.
Try searching Google for your email address. If it’s on there,
there’s a good chance that you’re already on a spammer’s
database. If you need to publish your email try to do it in a
way that couldn't be read by an automated program – replace
the @ symbol with the word “at”, or post it as an image
Phishing emails are a form of spam email designed to
deliberately trick you into providing personal information such as
a password or bank details. Common examples include “over quota”
warning messages and emails purporting to be from banks, tax
authorities and popular websites such as Facebook, eBay and
No legitimate organisation will ever request
that you click a link or reply to an email in order to provide
Give away signs of a phishing email include:
- Personal information - requesting that you
click a link or reply to an email in order to login or provide
personal information. Don’t ever click a link in an email unless
you’re sure that it is from a legitimate source and even then,
never click through to a login page.
- The urgency of the language – encouraging you
to take action immediately or face consequences. The more urgent
the language, the more suspect the message.
- The sender’s email address – often (but not
always) the sender’s email address will be entirely different to
the email address that you’d expect the company to use. If the
email doesn't match - it's a dead cert that the email is a
scam. However, there are ways to spoof the email address to
give the impression that the email is sent from a legitimate
source, so don't assume that if the email address looks correct,
that the message is genuine.
- Spelling and grammar – a large number of
phishing emails tend to contain errors in the spelling,
grammar and syntax, as well as unusual phrases.
If your University email account is accessed as a result of a
phishing scam your account will be used to send spam email which
could damage the reputation of the University and could potentially
result in the Hull.ac.uk addresses being blacklisted by email
providers - meaning that the entire University may be unable to
send message to these email providers. ICTD will take action to
prevent your account from being used to send spam as soon as we
become aware that your account has been compromised. Your password
will be changed and you may be locked out of your account. If this
happens, should contact the Service Desk for assistance.
Phishing scams are a constant threat so you should always be
vigilant. ICTD does not send a warning email each time a phishing
email is received as this itself would be considered spam and
dilute the impact of any emails that we do send on the subject.
Hoaxes and email forwards
Unlike most spam emails, you might find that you receive warning
emails and other messages from people that you know which encourage
you to forward the message on to everyone in your address book.
Examples include warnings of the “worst virus ever” or promises
that a high profile organisation will donate money to charity each
time the email is forwarded.
These emails are always hoaxes. Senders of spam emails use the
long email chains to harvest email addresses to add to their spam
You should delete these messages – never forward them on.
for a whole archive of examples of known hoaxes.
Tips to keep safe
- If you receive a spam email, delete it. Never reply to the
message as this will confirm to the sender that they have sent a
message to a 'live' email account. Rather than being unsubscribed,
you'll receive even more spam.
- Don’t set up an out of office auto reply unless you absolutely
need to. Out of office messages reply to all senders
indiscriminately – both legitimate senders and spam emails. If you
auto-reply to a spam email, you are confirming that your account is
- Keep your email address private. Spam senders have programs
that trawl the internet to collect email addresses for their
database. Don’t publish yours online if you can avoid it. If you do
need to post your address, try doing so in a way that wouldn’t look
obvious to a computer program – replace the @ symbol with the word
“at”, or post it as an image instead.
- Avoid reading emails from unknown senders and never open
suspicious attachments, such as .zip and .exe files.
- If you find that you regularly receive spam emails that contain
certain words or phrases that you wouldn’t expect to find in a
legitimate email, you could set up a rule to automatically delete
Should I report spam?
Spam is a serious problem and ICTD are taking every measure
available to reduce the number of unwanted emails that reach you.
Our anti-spam systems are automated and continually evolving in
order to identify and prevent the delivery of spam emails, so there
is no need to forward spam to ICTD unless you have a specific
Spam emails are generally sent from compromised or disposable
accounts, with the real sender masking their identity, so there is
no way of tracing the individual.
It is not necessary to notify the Service Desk of such