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Some of our hosting clients may receive a warning from time to time
about their mailbox either approaching, or exceeding their mail quota.
The important thing to note here is that as a client - you MUST do
something here - or your mail will stop working correctly. The good
news is that the steps to correct this are easy.
Righto - First an explanation of how and why.
After that, we will explain the steps in actually changing the settings
in your email clients. If you already know why, feel free to skip this
bit and shoot down the page to the "how to" section. We include the
steps for
A bit of an explanation - Why?:
When you retrieve e-mail messages from a POP3 (POP3: A common
protocol that is used to retrieve e-mail messages from an Internet
e-mail server.) e-mail account, the messages are deleted from the e-mail
server by default after they are downloaded to your computer. For many
people, this works great.
However, if you want to check your e-mail from multiple computers, you
must configure Outlook to not delete the messages on your e-mail server.
This scenario is most common for people who want to check their home
ISP (ISP = Internet Service Providor: A business that provides access to
the Internet) e-mail account from work and download the messages for
permanent storage on their home computer.
When you leave messages on your e-mail server, you can choose from
several options to delete your messages.
To make your choice, you need to consider several factors about your
e-mail usage, such as how long you want the messages to be accessible
from multiple computers and the storage limits imposed by your e-mail
server administrator. If you exceed your storage limit, you might be
unable to receive new messages. Typically, it is best to have one
computer set to the default setting that doesn't leave e-mail messages
on the e-mail server. When you use the computer to retrieve your e-mail
messages, they are downloaded and deleted from the e-mail server. If you
choose not to do this, Outlook allows you to select a time duration for
leaving e-mail messages on the server.
The time you leave email on the mail server is related to the amount
of storage you have on your account, and what type of emails you
typically receive. If you have 10Mb of storage, but typically receive
2Mb emails from friends - then you can only store about 5 emails before
your limit is exceeded and your mail stops working. If you then leave
this on the server for 5 days, then you can only actually 1 of these
emails PER DAY before exceeding your limit. In this case, you need to
either:
- Increase your storage space (contact
RTS for this)
- Decrease the time that mail is stored on the
server.
Now, some guides on how to decrease the time mail is stored on
the server.
Oulook Express
1) Start Outlook Express
2) Click on "Tools", then "Accounts"
3) Click on the "Mail" tab at the top of the new window
4) Click on the mail account you which to edit (it should highlight)
then click on "Properties"
5) Click on the "Advance" tab at the top of the new window
6) You can edit the mail server settings at the bottom of the screen
in the "Delivery" section.
For maximum mail delivery - ensure that there is NO tick next to the
option "Leave a copy of messages in server"
If you do choose to tick this option - you can edit the length of
time messages are stored on the server with the checkbox below. It is
also helpful to check the option "Remove from server when deleted from
'deleted items'".
7) Click on "OK"
8) Click on "Close"
9) Click on "Send and Receive" to check your mail and put your new
settings into effect.
Outlook
1) Start Outlook
2) Click on "Tools", then "E-mail Accounts"
3) Click on "View or change an existing email account"
4) Click on the mail account you which to edit (it should highlight)
then click on "Change"
5) Click on the "More Settings" button at the bottom right of the new
window
6) Click on the "Advanced" tab at the top of the new window
7) You can edit the mail server settings at the bottom of the screen
in the "Delivery" section.
For maximum mail delivery - ensure that there is NO tick next to the
option "Leave a copy of messages in server"
If you do choose to tick this option - you can edit the length of
time
messages are stored on the server with the checkbox below. It is also
helpful to check the option "Remove from server when deleted from
'deleted items'".
8) Click on "OK"
9) Click on "Close"
10) Click on "Send and Receive" to check your mail and put your new
settings into effect.
Thunderbird
1) Start Thunderbird
2) Click on "Tools" then "Account Settings"
3) Select the mail account you wish to manage on the left hand side,
and then click on the "Server Settings" option underneath this account.
(still in the left hand side column)
4) You can edit the mail server settings at the bottom of the screen
in the "Server Settings" section.
**For maximum mail delivery - ensure that there is NO tick next to
the option "Leave a copy of messages in server"**
If you do choose to tick this option - you can edit the length of
time
messages are stored on the server with the checkbox below.
You may also wish to check the option "Until I delete them from
Inbox" which will allow you to delete messages locally (on your
computer) and have them deleted from the mail server. Note that this
only works IF you actually delete them from the inbox - if you leave
messages in your inbox, this setting can make things worse by storing
mail indefinitely on the mail server.
5) Click on "OK"
6) Click on "Get Mail" to check your mail and put your new settings
into effect.
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