E-mail Quota

Help! I keep getting e-mails that say I’m close to or over my e-mail quota!  What do I do?


You receive emails similar to the following (click on the image to enlarge it):


Pursuant to Plymouth State University’s E-mail Use Policy:
“PSU e-mail servers are configured with quotas for e-mail storage, and no e-mail will be systematically archived. It is the sole responsibility of end users to remain within the limits of the quota and archive their e-mail as necessary.”

Hover your cursor over your name to see your quota usage. Click to enlarge

In general, all PSU Students are granted a 500MB email (myMail) quota and all PSU employees are granted 1 GB of e-mail quota.  When logging into myMail through myPlymouth, your e-mail quota is displayed graphically in a bar below below your name, in the upper right-hand corner of the page.  If you hover your mouse pointer over the bar, it will display exactly how much quota you are using.  Your e-mail quota includes not only e-mails in your Inbox, but any e-mails in folders you’ve created, as well as all Sent folders, Trash folder, and any Calendars you’ve created.  If you hover your mouse pointer over each individual folder on the lefthand side, it will display how much space is used by the folder’s messages.

When you approach your myMail  quota, you will start to receive e-mails (similar to the above image) reminding you that you are close to your quota. If you exceed your quota, you will not be able to receive e-mail and any e-mail sent to you will be bounced back to the sender. The exception to this is a daily warning email that you have exceeded your quota.

Emptying your trash. Click to enlarge

In order to prevent this, you must delete e-mails to bring your myMail e-mail storage below its quota limit.  Another way to delete the largest e-mails is to use the Advanced Search feature.  By clicking the Advanced button next to the search box, you can search for messages larger then a certain size and/or older then a certain date.  This makes it easy to remove the messages that are no longer needed or that are taking up a disproportionate amount of space. Once you have deleted e-mails, they are put in your Trash folder.  This will not lower your quota usage because your Trash folder is included in your quota!  Therefore, to delete messages from Trash, right-click on the Trash folder and select Empty Trash. All messages are deleted.

If Recover Deleted Items displays when you right-click the Trash folder, you have the ability to recover email messages you deleted from Trash:

  1. Right-click on the Mail Trash folder and select Recover Deleted Items.
  2. Select one or more messages to recover.
  3. Click Recover To and select the destination folder or create a new folder.
  4. Click OK.
  5. Close.

Items deleted from the Trash can usually be recovered within 7 days of deleting them from the Trash. After 7 days, the items are permanently deleted.

If you have questions or if you would like assistance with your myMail quota, please contact the ITS Help Desk:

 Phone Support: (603) 535-2929
 Live Support (see link to the upper right)
 In person: Information Desk at Lamson Library and Learning Commons
 Submit a Support Ticket or Check the Status of an Existing Request (requires authentication with your myPlymouth username and password)


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June 28th, 2013 by Jo-Ann

All ITS systems are operational. To report a problem, please contact us at helpdesk@plymouth.edu or (603) 535-2929.

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Jon Graton received his BA in Philosophy from Plymouth State in 1984. A member of ITS since 1981, Jon has served in many roles from Programmer Analyst, Trainer, System and Network Management, Budget Coordinator, Assistant Director and Interim Director. Currently Jon is one of two database administrators on the MIS team working with 20+ Oracle [...]