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How Do I Manage my Disk and Mail Quotas?
Haas Computing Services controls the amount of disk space that each customer can use on its UNIX and
Windows servers. This is necessary to ensure proper functioning and performance of the servers.
Step
Procedure
Illustration
1
What are my disk and e-mail inbox quotas?
Most customers have the following types of
storage:
E-mail - the space available on the
Haas "haas.berkeley.edu" e-mail server
for the storage of users inboxes.
Windows files (your "H:" drive) - the
space available on the Windows data
servers for the storage of personal files
(Word docs, Netscape mail and
Bookmarks)
Web files (your "I:" drive) - the space
available on the Windows Web servers
for the storage of your personal Web
site
Profile space (your Windows desktop)
- the space available on the profile
server for the storage of your desktop
shortcuts, Internet Explorer Favorites,
Temporary Internet Files and cookies.
2
How do I check my quotas?
Click here to log in to Helpdesk and view your
individual quotas. Select the "Quota Checker"
link from the Helpdesk menu.
(Enter your NT domain username and
password at the prompt)
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How Do I Manage My Disk and E-mail Inbox Quotas (continued)
3
How do I keep my account from going over
quota?
You can keep your account from going over
quota by doing the following:
Accessing the Quota Checking Tool
at least once a week.
Pay close attention to the sizes of all
your files (especially the ones you've
downloaded from the Internet). If they
appear to be affecting your quota
status significantly, then you should
either delete or move the files. Please
see section below: How do I correct
my quota status when my account is
over quota?
Pay close attention to the size of your
e-mail inbox (Mail on the quota tool)
and delete any message(s) that you do
not absolutely need. Please see
section below: Managing My E-mail
Inbox Quotas.
Do not use your allocated disk space
for long term storage. If you do not
need the file(s) within the next three
months, delete or move them.
Delete messages with large e-mail
attachments, and make sure the
attachment is deleted along with it.
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How Do I Manage My Disk and E-mail Inbox Quotas (continued)
How do I correct my quota status when my
4
account is over quota?
The Quota Checking Tool is a means by
which you can quickly monitor your disk and e-
mail usage on the HCS servers. Your disk
usage is measured by the amount of data that
you have stored in your profile, "H:" and "I:"
drives. If you would like to know the exact
amount of data that you are storing on the
server, you can do the following:
1. Highlight all the items on the drive or
directory (Double-click on the drive to
open it, and then type "Control+a" to
select all the files).
2. Right click on one of the highlighted
items and select "Properties" to get
information on how much disk space
those items are using.
3. Repeat this process for "H:" and/or "I:"
drives.
The Quota Checking Tool will show you
whether or not you are over your allotted
amount of disk space. If you are over quota,
you must delete or move files. HCS
recommends that you start by deleting all
unnecessary files and then saving any
important items to floppies, Zip disks or
other media. Then empty out your "Recycle
Bin" (The files may not be deleted until you
empty your "Recycle Bin".
Compacting Mailboxes in Outlook and
Netscape
Also, the mail programs (Outlook and
Netscape) do not recalculate file sizes
automatically, but reserve "ghosted" files. In
other words, you can delete all you want, but
the mailbox file or the .PST will not reduce.
These files or folders need to be compacted in
order to assume the new file size.
In Outlook, click on the root folder or "Outlook
Today" [Personal Folders]. Right click on the
folder and choose "Properties". Click
"Advanced", and then choose "Compact
Folder."
(Archived)
In Netscape, this must be done on each
particular folder/mailbox. Right click on
the folder, click "Properties", and then
click "Compact Folder."
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How Do I Manage My Disk and E-mail Inbox Quotas (continued)
Managing My E-mail Inbox Quotas
Letting your e-mail inboxes get too large
causes a number of problems:
It brings you over quota on the UNIX
and/or lab accounts,
It causes poor performance when you
try to read your mail,
It causes poor performance for all
users of the system as a whole.
In most circumstances the system reads
through your entire inbox at least twice each
time you open it, so it's no surprise that a large
inbox slows you down.
If you are over quota you will also discover that:
You will not be able to receive new e-
mail messages,
You will receive annoying error
messages,
Here are some tips to help you manage the
size of your inbox. Please look below for
the following:
POP mail client users
IMAP mail client users
PINE users
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How Do I Manage My Disk and E-mail Inbox Quotas (continued)
POP Mail Client Users
For people that use Eudora, Netscape or
Outlook configured to retrieve their e-mail via a
POP configuration.
Performance and e-mail over quota problems
may occur for those who select the 'Leave
Messages on Server' option on ALL clients.
Depending upon your mail client and its
settings, messages may never be cleared from
the server and accumulate until you go over
quota and suffer severe performance problems.
Please understand that purging messages
from the POP client is not always the same
as purging them from the server - it depends
on the settings you choose. POP users must
also regularly delete mail from their lab
inboxes to keep from going over quota on their
lab accounts.
There are few things you can do to solve this
problem:
The recommended method to control the
number of messages on the server is:
Select "leave mail on server" on all
computers except your 'homebase'
computer (the one where you want ALL
messages to be stored, usually your
home computer or, for some, your
office computer).
Deselect "leave mail from server" on
your 'homebase' computer.
This option gives you the ability to read "new"
mail from any computer but clears all mail from
the server when it is downloaded to your
'homebase'.
You'll need to decide which computer to
designate as 'homebase' based on your
personal usage patterns:
1. Your home computer,
2. Your work computer.
3. The lab (your mail will be on your H
drive),
Note: Lab computers are not recommended as a
homebase unless you are diligent about deleting mail
because your homebase will accumulate more mail and
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How Do I Manage My Disk and E-mail Inbox Quotas (continued)
this will tend to bump you up against your lab disk quota.
If you are using Microsoft Outlook as your e-
mail client, it is a good idea to occasionally run
the "Inbox Repair Tool" (available from "Start"
> "Utilities" > "System Tools" submenu on
HCS lab machines) to rebuild index and correct
discrepancies that could lead to message
corruption.
The Inbox Repair Tool requires you to enter
the location and name of your Outlook ".PST"
(Personal Storage) file. Typically this is
"H:\mail\username.pst" but may be in a
different location if you have not followed HCS
instructions or if you store your ".PST" on your
own machine. The Inbox Repair Tool will go
through 8 phases and may indicate a Repair is
necessary.
Always allow the Inbox Repair Tool to Repair
your Inbox if it prompts you. HCS recommends
you run the Inbox Repair Tool if you have a
large (greater than 10 MB) ".PST" file or after
you have groomed your Inbox and deleted
messages or rearranged the messages in your
Inbox into subfolders.
(Archived)
Netscape Communicator/Messenger users -
MUST deselect 'Leave Messages on Server'
on at least one computer they regularly use.
Another alternative available for Microsoft
Outlook and Eudora users is to select two
additional settings associated with the 'Leave
Messages on Server':
1. 'Remove from server after N days' -
please select a brief period such as 5-
10 days,
2. 'Remove from server when deleted
from trash'.
Selecting these options will insure that your
server inbox does not get too large.
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How Do I Manage My Disk and E-mail Inbox Quotas (continued)
IMAP Mail Client Users
If you are using IMAP, you would do well to
compress your mailboxes on a regular basis.
This procedure depends on the e-mail program
you are using.
In Eudora, go to "Special" > "Compact
Mailboxes".
In Outlook, click on the root folder or Outlook
Today [Personal Folders]. Right click, choose
properties, click advanced, and then choose
compact folder.
(Archived)
In Netscape, this must be done on each
particular folder/mailbox. Right click on the
folder, click properties, and then click
compact folder.
And finally, delete any message(s) that you
no longer need.
PINE Mail Client Users (Archived)
Simply delete unneeded messages promptly.
Moving messages from your inbox to folders
will improve performance, but these messages
still count against your UNIX disk quota.
For Further Assistance
If you need further assistance with this process
please contact the HCS Helpdesk.
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