Email full!

[dalenorth]

Afternoon all, we have our own so called IT team but this issue has stumped them, so I have reverted to good old PH for help.

My outlook email box is receiving emails stating I have used 47gb of the 50gb, but when we look at the setting it shows I have 26gb left.

As I say our own IT are stumped, so any ideas would be appreciated?

[Lucas Ayde]

dalenorth said:

Afternoon all, we have our own so called IT team but this issue has stumped them, so I have reverted to good old PH for help.

My outlook email box is receiving emails stating I have used 47gb of the 50gb, but when we look at the setting it shows I have 26gb left.

As I say our own IT are stumped, so any ideas would be appreciated?

There's a sort of 'trash bin' folder called deleted mail or something where the mails go when you delete them (in case you want to get them back). You probably need to empty that.

[Scooobydont]

If it is 365, check the conflicts folder, you can delete everything in it but have seen it up at over 40gb before. I tend do do them via OWA:

https://macnamara.co.uk/blog/how-to-find-the-confl...

[dalenorth]

Thanks Scooby but we’ve tried that too

[RobB_]

Have you done the checking on a desktop client? You can try doing the same steps on Outlook Web to rule out Client <-> Server issue

[e-honda]

The storage quota is probably for your whole account, not just email, so if you have things in one drive or something like that it could be where the other space is being used up.

[CharlieCrocodile]

If you're using archiving then that will take up 50% of your overall mailbox limit.

[HantsRat]

Silly question but is the email genuine? Loads of scam emails with fake mailbox alerts out there.

[dalenorth]

Good point. IT think it is but it’s worth double checking

[TownIdiot]

HantsRat said:

Silly question but is the email genuine? Loads of scam emails with fake mailbox alerts out there.

Good suggestion this

We had a spate of these - phishing for login details

[bitchstewie]

Office 365?

There's stuff like legal/compliance hold that might be doing it - you need the people who have access to the Office 365 admin console/backend to look into it as that's where the detail will be.

Outlook just shows you what it thinks it knows.

[dalenorth]

bhstewie said:

Office 365?

There's stuff like legal/compliance hold that might be doing it - you need the people who have access to the Office 365 admin console/backend to look into it as that's where the detail will be.

Outlook just shows you what it thinks it knows.

Yeah 365

[bitchstewie]

Could be that and sounds like that but only someone with the 365 admin access and expertise will be able to tell you for sure.

[John D.]

I had this on my home laptop/personal email. Basically I'd filled my One Drive with photos (for no good reason, did it inadvertently when I was trying to download photos from my phone to my laptop). If the One Drive is full this seems to mean there's no more spare memory for emails.

I wasn't getting emails telling me this, rather a little warning message on the top of my inbox. Plus Microsoft trying to sell me more One Drive capacity constantly.

Sounds like it might be different for you, but took me a while to work out as I thought I needed to clear out my inbox (I did but it barely made a dent in it).

[jimlad71]

Are you running Outlook in cached mode and do you have access to shared mailboxes?

There is a limit of 50Gb for your OST (cache file) and if you have access to shared mailboxes it will download these mailboxes to the cache file
so even though your mailbox is only 27Gb, the shared mailboxes can take it up to the limit of 50Gb

If you go into your account settings, more settings, advanced. Untick the download shared folders. click OK many time and wait about an hour. that should shrink your cache file.

You can also test this by disabling Exchange cache mode

Hope this helps

Jim

[dalenorth]

bhstewie said:

Office 365?

There's stuff like legal/compliance hold that might be doing it - you need the people who have access to the Office 365 admin console/backend to look into it as that's where the detail will be.

Outlook just shows you what it thinks it knows.

Yeah 365

[gmasterfunk]

I get a LOT of emails and attachments.

I've had this a lot. Supposed to have 100gb but hit the 50gb limit many times at less than 50gb and Outlook refuses to send emails.

Went up a few levels of IT. With limited ideas.

Basically I had to move a lot of emails into the online archive.

[macstorm73]

We see this on a regular basis, it's possibly a retention policy keeping the data for X amount of time. So as others have said you will need your IT dept to look at this.

They should also check your account in the admin portal as that will show how much space you are using from M365 perspective.

Your licence sets the baseline capacity of your mailbox, if your getting these types of alerts you may well be on Microsoft business premium, a quick solution would be to enable archive on your mailbox as you will have that as part of your licence. Once again this is the type of action that your IT department will have to do.

All of the above are quite simple tasks if they know their way around M365