ARCHIVED: In Microsoft Outlook 2000 and earlier for Windows, how do I fix an "exceeding limit" or "size limit" error?
An "exceeding mail storage limit" or "over size limit" error indicates that you have exceeded your Exchange server quota. For information on how to check your disk quota, see the Knowledge Base document How do I check my storage space on the Exchange server?
Below is information to help you stay within your Exchange quota.
Deleted Items folder
Any mail you've deleted from your Inbox (or any other folder) is not
really gone until you empty the
Deleted Items folder:
- To delete individual messages in the
Deleted Itemsfolder, select the appropriate message, and click the
Deletebutton (it looks like an "X") on the toolbar.
- To empty the entire
Deleted Itemsfolder, from the
Empty "Deleted Items" Folder.
If you wish, you can set Outlook to automatically delete
items in the
Deleted Items folder upon exiting
Outlook. To do so:
- Within Outlook, from the
- Click the
Other(in Outlook 97, the
- In the window that appears, check
Empty the Deleted Items folder upon exiting.
Check for large messages and attachments
Note: If you have an abundance of large messages stored in your mailbox, you should consider moving them to a personal folder file (see directions in next section below).
It is a good idea to go through each folder individually and check for
messages with attached files. When you send a message with an attached
file, the attachment is saved in your
Sent Items folder,
along with the message. When you receive a message with an
attachment, it is saved in your Inbox (and then saved in the
Deleted Items folder after you delete it). If you save
the message and attachment to another folder in your Exchange server
mailbox, it counts against your quota.
The best way to deal with a buildup of large attachments is to save
each attached file locally, then remove it from the original message.
If you need to re-send the attached file, open a new message to the
recipient, and click the attachment button (it looks like a paper
clip). Alternatively, from the
Insert menu, you can select
File... . Then find the directory in which the file was
saved locally, select the file to be attached, and click the
To check the size of messages and attachments, follow the appropriate directions below.
Outlook 98 and 2000
- At the top of the Folder List, right-click
Outlook Today - [Mailbox - Lastname, Firstname MI](you'll see your name replacing
Lastname, Firstname MI).
Properties for "Mailbox - Lastname, Firstname ..."(again, with your name replacing
- Click the
To check the size of messages and attachments in Outlook 97, you need to add the "Size" column to your Inbox view. To do so, follow the directions below:
- From the
- From the
Available Fieldslist, select
Size, and click the
OKto return to Outlook.
- Click the
Sizecolumn header to sort messages by size.
Move items to a personal folder
A personal folder file is a file that is located on your computer's
hard disk (with a
.pst extension), not on the
server. Personal folder files can contain objects such as other
personal folders, messages, forms, and files. You can use personal
folder files for saving copies of your email, calendar, contacts,
etc., or for moving email off the Exchange server. To move mail to a
personal folder file, select the mail messages you wish to move, and
drag them to a personal folder in the left pane of Outlook. (To see
personal folders in the left pane, you'll have to be using the folder
List view; for more information, see the Knowledge Base document ARCHIVED: In Outlook, what is the Folder List view, and how do I turn it on or off?)
Any messages you move to a personal folder will be removed from the Exchange server. If you work from more than one computer, you can move items from a personal folder back to your Exchange server mailbox folders; you will then be able to access them when you log into your Exchange account from another computer.
Archive old items
Archiving messages in Outlook saves old messages by date to a personal
folder file (
.pst file). As messages in Outlook age,
AutoArchive places these messages into a personal folder
file. For more information, see the Knowledge Base document ARCHIVED: In Microsoft Outlook, what is AutoArchive, and how do I use it? To archive items manually in Outlook, select the folder
you wish to archive, then from the
File menu, select
Archive... . This will archive all the messages in that folder,
according to the settings you give.
Requesting a quota increase
For information on requesting a quota increase, see the Knowledge Base document ARCHIVED: At IU, can I request a quota increase for my Outlook or Exchange email account?
Last modified on August 27, 2012.