Mailbox Management

What are the mailbox quotas?

Each mailbox can use up to 1 GB of space on the server. The system performs a check at 2am each day and sends a message to any mailboxes that exceed one of the following limits at that time.

  • 900 Megabytes - issue warning
  • 920 Megabytes - prohibit send
  • 1024 Megabytes (1 Gigabyte) - prohibit send and receive.

The limits are set to make you aware that your mailbox is becoming too large, before you are unable to receive messages.
If your mailbox size exceeds one of the limits after the check at 2am is performed, you will not receive a warning message, but you may be unable to send or receive emails until you reduce your mailbox size.

How do I keep the size of my mailbox under control?

You need to do some housekeeping periodically to keep the size of your mailbox under control. Response times from the server will also be improved if you keep the number of items in your main folders such as the inbox, sent items and calendar to a minimum. Try to file messages that you need to keep in subfolders within your inbox and periodically delete or archive older items.

A mailbox cleanup tool is included in Outlook 2010. You can use this to check the size of your mailbox and deleted items folder, and identify old or over-sized items.

To access the tool from Outlook 2010: on the File tab, click Cleanup Tools and then click Mailbox Cleanup.

Items in all folders contribute to the total size of your mailbox, including the deleted items, sent items and inbox subfolders.

Messages with large attachments often consume more space in your mailbox than several hundred standard messages.

Messages will remain in your Deleted Items folder until you empty it or permanently delete the messages from it.

It may be necessary to archive older items if you need to keep them. You can find information on doing this below. Note that archived messages are stored on the local disk of your machine. You are responsible for backing up this information for restoration purposes in the event of a hardware failure.

Outlook 2010

How do I open a shared calendar?

Instructions for Outlook 2010

  • In Calendar click the Home tab, then on the toolbar click Open Calendar and click Open Shared Calendar
  • Click the Name button, then click the name of the person or shared calendar you want to open and click OK twice

The calendar should now be listed under Shared Calendars.

Instructions for Entourage 2008 and Outlook 2011 for the Mac

  • On the File menu click Open Other User’s Folder
  • Change the Type to Calendar, then click the Find User icon
  • Type the name or email address of the user or shared calendar you want to open, then click Find, click the user or shared calendar you want to open and click OK twice

In Outlook 2011 the calendar should now be listed under Shared Calendars.

In Entourage 2008 the calendar should be listed as an additional calendar folder.

How do I connect to a shared mailbox?

There are three ways to connect to a shared mailbox from Outlook - as an additional mailbox, an additional account or from a separate profile.

Additional Mailbox

The recommended way is to add a shared mailbox as an additional mailbox. You can reply to messages that are sent to the mailbox and send emails from the shared address. Emails you send are saved in your own sent items folder though.

  • On the File tab click Account Settings and then click Account Settings
  • On the Email tab click the Microsoft Exchange account type and then click Change
  • Click More Settings and then click the Advanced tab
  • Click Add, then type the name or email address of the mailbox you want to access and click OK
  • Uncheck Use Cached Exchange Mode and click OK
  • Click OK, click Next, click Finish and click Close

Add Additional Mailbox - Outlook 2010 (includes screenshots)

Additional Account

You can also add a shared mailbox as an additional account in Outlook. This appears to be very similar to the additional mailbox option, but with this method you can use the shared mailbox the same way you use your own account and messages sent from it are saved in the shared mailbox sent items folder rather than your own.

Be careful when using the additional account option as some Outlook settings are applied to all accounts (for example empty Deleted Items folder on exit) and this could cause problems for other staff who access the mailbox.

  • On the File tab click Add Account
  • Type the email address of the mailbox you want to add in the E-mail Address field
  • Check Manually configure server settings and click Next
  • Uncheck Use Cached Exchange Mode and click Finish
  • Restart Outlook

Add Additional Account - Outlook 2010 (includes screenshots)

It’s recommended that all staff who work with a shared mailbox use the same method for accessing it and, if you work with a number of shared mailboxes, they should all be added to your Outlook profile the same way or problems will occur (in other words don’t add mixture of additional mailboxes and accounts to same profile).

Separate Profile

You can also create a separate Outlook profile to access a shared mailbox. This may be required if Outlook needs to interact with another application when you send messages (for example mail merge or send bulk email from a third party administration application).

Create Separate Profile - Outlook 2010 (includes screenshots)

Outlook on a Mac

If you use Outlook 2011 for the Mac, you can access a shared mailbox by adding it as an account you are a delegate for and it will work in a similar way to the additional mailbox option in the Windows version of Outlook.

  • On the Tools menu click Accounts and then click Advanced
  • Click on the Delegate tab, then under People I am a delegate for click +
  • Type the name or email address of the mailbox you want to access and click Find
  • Click the mailbox you want to access and then click OK twice
  • Close the Accounts window

Web Access

You can also connect to a shared mailbox from the web client (Outlook Web App). This functions as if you were accessing your own account from OWA but you log on with your own username.

Instructions at http://www.gcu.ac.uk/staff/it/staffemail/webaccess/ under How do I access a shared mailbox from the web client?.

How do I share my calendar?

Instructions for Outlook 2010

  • In Calendar on the toolbar click Share Calendar
  • Click the To button, click the name of the user you want to share your calendar with, then click To and click OK
  • Click Send and click Yes to confirm that you want to grant the permissions

The user will receive an email message telling them they now have permission to view your calendar.

Instructions for Outlook 2011 for the Mac

  • In Calendar on the File menu under Folder click Permissions
  • Click the Permissions tab and click Add User
  • Type the name of the user you want to share your calendar with and click Find, then click the user you want to share your calendar with and click OK
  • Change the Permission Level to the one required and click OK

Instructions for Entourage 2008

  • Click on your Calendar folder and on the Edit menu select Folder Properties
  • Click the Permissions tab and click Add User
  • Type the name of the user you want to share your calendar with and click Find, then click the user you want to share your calendar with and click OK
  • Change the Permission Level to the one required and click OK