Managing Your Webmail Quota

Sent Mail

WebMail keeps all your outgoing mail in a folder named “sent-mail-mmm-yyyy”, where “mmm” is the three letter month abbreviation, and “yyyy” is the four digit year. Mail sent from WebMail in April 2001 is saved in a folder named “sent-mail-apr-2001”.

You can elect not to save a particular message in a sent-mail folder by checking the “DON’t save this message in my outbox” as in the example below. This may be a useful strategy when including a large attachment or when you are sending to a mailing list which you are a member of.

-- Select Message -- 3/19/2001: lieberman manual (

View Cc: View Bcc: View From: View Reply-to: View Sender: View Priority: View Organization: View Attach File:

To:	-- Select a TO: Address -- apyb_bod apyb_cdybl_coaches bde cdybl exec committe cdybl_reps chrism diane gss jeff jess joe kent mark rpi-consult rpi-security
CC:	-- Select a CC: Address -- apyb_bod apyb_cdybl_coaches bde cdybl exec committe cdybl_reps chrism diane gss jeff jess joe kent mark rpi-consult rpi-security
Subject:
Attach:	Files attached: None

Send me a message delivery confirmation

Cancel Message

DON'T save this message in my outbox.

Archive sent-mail

Many people like to save all the messages they have sent. However, a perusal of outgoing mail will reveal many messages of extremely temporary value – coordinating daily schedules, meetings for lunch, messages of thanks, etc. These messages will “eat into” your quota just as much as more valuable messages. One strategy for managing sent messages is to go through the previous month’s sent-mail folder, deleting messages which are no longer useful, and archiving the rest to a sent-mail-archive (or some other name of your choosing), and then deleting that sent-mail folder. Many people will also choose to trim these this archive back to say six months or a year, also reducing quota impact.

Use folders to organize related messages

Although many users like to save all their e-mail, there are topics or issues of short term importance or relevance but of little or no long term interest. Organizing like messages into folders makes it easy to find an get rid of all messages on a particular topic using the “Delete Folder” button under “Folders”.

Archive other “old mail”

You may choose not to create an appropriate folder for some topics, or you may have messages which aren’t easily characterized. You might choose to create an “Archive” folder to save these messages, rather than retaining them in your Inbox folder. As with the sent-mail archive, you might choose to trim this archive back to 6 months or a year’s worth of received mail.

Be Aware of the your “big” messages

Periodically, it may be useful to sort the messages in a folder by size to identify the large messages. It is easy to lose track of messages which have a large impact on your quota. For some large messages with attachments, you might choose to download the attachment to local disk and then delete the message from WebMail.

Every little bit counts

Remember that the contents, including all attachments, of all your WebMail folders, including “Trash” and the “sent-mail” folders count against your quota.

Don’t just put in the trash, empty the trash

Deleting a message in WebMail simply moves the message from whatever folder it is in, to the Trash folder. To remove it from the WebMail server and reduce your WebMail usage, you must empty the Trash.