Overview
A mailbox becomes over quota when it exceeds its allocated storage limit on the mail server. All emails, attachments, and folders stored in your account count toward this limit. When the quota is reached, you will be unable to receive new emails or save additional messages until space is freed or the quota is increased.
How to Free Up Mailbox Space
1. Empty the Trash Folder
Deleting emails does not immediately remove them from the server. Messages are first moved to the Trash folder and continue to use storage space.
Steps:
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Open your webmail account
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Select the Trash folder
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Empty the folder to permanently delete messages
Tip:
You can configure your webmail client to permanently delete messages when they are moved to Trash:
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Go to Settings / Options
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Open Preferences
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Enable “Permanently remove deleted emails”
2. Archive and Back Up Old Emails
Archiving allows you to store older emails on your local computer while removing them from the server.
Recommended method (e.g. Outlook):
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Use the Archive feature in your mail client
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Save archived emails to your local drive
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Disable “Leave a copy of messages on the server”
This ensures your emails are preserved without consuming server storage.
3. Clear Sent Items
Sent messages—especially those with attachments—can occupy a significant amount of mailbox space.
Steps:
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Open the Sent Items folder
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Delete unnecessary messages
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Empty the Trash folder to finalize deletion
Preventing Future Quota Issues
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Regularly empty Trash and Sent folders
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Archive emails periodically
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Avoid sending or receiving large attachments where possible
If you consistently exceed your mailbox quota, we recommend upgrading your email storage plan.
