Department of Engineering

Email over quota - what you should do

Hermes email

Your main email is now on hermes. Warning messages are sent when an account reaches 90% and 95% of hermes mail quota. If this happens you will need to delete and expunge (permanently delete) mail messages and you may also need to make sure you emtpy your Trash or Rubbish Bin folder. It is good practice to do this routinely rather than only when you are close to using up your quota.

Note: Once you have exceeded your mailstore quota on Hermes any messages that are sent to your account will be queued for delivery for a period of time (currently up to 14 days or until your usage is sufficiently reduced by deleting and expunging as above). After this time the messages will be bounced back to the sender. However, if your account remains over quota for 14 days, any new incoming mail will be bounced back to the sender after a single delivery attempt. Note that when the usage has been sufficiently reduced it may take a few hours (maximum 8 hours) for stored messages to arrive in your inbox.

You can check how much quota you are using and what your quota limit is with Hermes Webmail. At the bottom left of the webmail display is a small cogwheel and next to the cogwheel is a little pie chart showing what percentage of your quota you are using. If you hover your mouse over the chart it will show this in figures, eg 75MB / 2.0GB (4%).

If your existing quota is 2.0 GB you can apply for more quota on hermes using their online quota application form.

If you already have 4GB of quota on hermes, and are finding that you have mail which you need to keep longer term, you may wish to consider our email archive service.

Engineering mailboxes

There still exist a very small number of mail accounts on the engineering mail server. These are usually role accounts for a specific purpose, or shared email accounts. If you need help or advice relating to quota for one of these accounts please contact Postmaster (postmaster-query)

Managing your mail folders efficiently

The following guidelines will help you keep the size of your folders within reasonable limits:

Try to organise your saved mail in some way:

  • Save it into different folders based on who it is from, what it is about, when it was sent, or any other method you prefer.
  • Avoid keeping everything in one big read-mail folder. You can do this with your sent-mail folder too.

Do not keep copies of emails with very large attachments saved in your folders:

  • Most mailers can tell you about the size of each message; look especially for sizes ending in K or M, e.g. 500K.
  • Save the attachment on your local machine and delete the message.
  • Watch out for large attachments in mail you have sent too.
  • Make sure you regularly empty your deleted or trash folder, as this will take up space too