University of Leeds

IT

Upgrade to Microsoft Exchange 2007 - Completed

Quota and Archiving Policy for email

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ISS completed migration of 10,379 user's mailboxes onto the Exchange 2007 in March 2009.  The default quota on Exchange 2007 for all users has now been increased from 100 MB to 500 MB.  Users who already had custom quotas above the 500 MB level have not had their quotas changed.   There are now a revised set of policies for providing quotas, and the archiving of email which are described below. 

These policies are designed to address the requirements of most users but we recognise that these requirements are constantly changing. It is our intention to regularly review the size of the default quota, the upper limits and our email archiving policies.

For Windows Users (with archiving enabled)

Your default Exchange quota is 500 MB.
You will be sent alerts at 450MB.
You will be prevented from sending email when your mailbox reachs 500 MB.*
You will be prevented from receiving new messages when your mailbox reaches 750 MB.**

*Exchange isn't able to stop IMAP users sending email
**This prevents against certain types of computer attacks and problems caused by client misconfigurations.

If you reach 450 MB (or the threshold set on your custom quota) you will be sent an alert with advice on how to reduce the size of your mailbox. This will contain instructions on how to request an increase to your quota through your User Rep of up to 1 GB.  Any request for anything above that will need to be reviewed by the Windows Server Team to prevent overloading any one server.   In all cases User Admin may raise quotas in an emergency.

Your quota will generally only be increased if your current mailbox size is between 450 and 500 MB.  In exceptional circumstances it will be possible to increase the quota in advance to avoid hitting the upper limit. 

Your quota limit is independent of the volume of your archived email.  There is no limit applied to the amount of email which you can archived.  Wherever possible ISS apply a standard 3 month archiving policy to a mailbox (ie any emails older than 3 months are automatically archived).  Other policies could be used but ISS wish to avoid using them to make management simpler and ensure that the archiving policy is clear to everyone.

Mac and Linux Users (can't use email archiving)

The default Exchange quota is 500 MB.
You will be sent alerts at 450MB.
You will prevented from sending email when your mailbox reachs 500 MB.*
You will be prevented from receiving new messages when your mailbox reaches 750 MB.** 

Once you reach the 450 MB limit you may request, through your User Rep, an increase of up to 2 GB (with a receive limit of 2.25Gb). Any request for larger quotas will need to be reviewed by the Windows Server Team to prevent overloading any one server.   In all cases User Admin may raise quotas in an emergency.

 

 

 

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