mail file size

115 pts.
Tags:
Domino 6.5
Lotus
Lotus Domino
Lotus Notes
We are running 6.5. We have no quota on mail file size. I have 4 users that are mail hogs. They have dleted alot of mail but when I go in to see if the size decreased it stays the same?
ASKED: October 8, 2008  2:30 PM
UPDATED: October 8, 2008  3:39 PM

Answer Wiki

Thanks. We'll let you know when a new response is added.

Short answer: You (first may need to empty your mail DB’s “Trash” folder and then) your Notes system administrator will need to “compact” your mail DB (i.e. by entering “load compact -B filename.nsf” on the Notes/Domino console).

More detailed info:

There are four main ways to battle “over your quota” problems:
1. Delete big mail messages *
2. Remove attached files *
3. Use archiving *
4. Request a quota increase

* – in all three of these cases, once you’ve performed the necessary steps to reduce your mail database usage, a “compact” will need to be run on your mail database to get it to actually shrink in size. Many/most Notes system administrators use a server program document to schedule such database compacting to occur automatically overnight every night (albeit frequently only for those DBs that would shrink in size by at least x%) … or you can request your Notes system administrators to force a compact on your mail database immediately. (You can also try to compact your mail DB yourself via the Database Properties window – but it typically doesn’t actually reduce the file size as needed.)

To cover each of these options individually:

1. Delete big mail messages:
In your mail database, go to the Views\All Documents view
Click on the “Size” column heading (to sort all the documents in the view by size)
Go to the very top of the view to find the largest documents
Delete any mail you know is no longer needed … and if you have multiple e-mail messages from the same “discussion thread”, delete all but the most recent one.
NOTE: Whenever you delete an e-mail message, most Notes system administrators have Lotus Notes configured to use “soft deletions” – which keeps deleted e-mail in your mail DB’s Trash folder for a little while – typically 48 hours – just in case you accidentally delete something. However, you do have the ability to immediately purge your trash folder … to do so, go to that folder and click on its “Empty Trash” action button.

2. Remove attached files:
In your mail database, go to the Views\All Documents view
Click on the “Size” column heading (to sort all the documents in the view by size)
Go to the very top of the view to find the largest documents
Open each document that has a paperclip icon (which indicates that the e-mail message contains attached files)
With the document open (for reading), click on the Attachment menu and select the Save and Delete All option
You will be prompted for a directory to which the attachments should be saved … you can select either a directory on your own computer, or a directory on a file server

3. Use archiving:
In your mail database, from any view or folder (i.e. the “Inbox” folder) click on the Tools action button and select the Archive Settings option
On the “Basics” tab, make sure the “type of archiving” is set to “Local”
On the “Schedule” tab, make sure the “Schedule archiving” option is checked/selected … and a viable date/time is selected – one when your workstation will be booted up, logged-in, and your Lotus Notes client will be running
On the “Criteria” tab, you can create multiple archiving rules … different ones for different folders in your mail database … use the Create button to make a rule … use the Edit button to edit it again later
When you edit an archiving rule, ensure its “Enable this criteria” option is checked/selected
When you have all archiving criteria/rules setup the way you like, you can go back to the folder/view, click on the Actions menu, go to its Archive sub-menu, and select Archive Now to force an immediate archiving (so you don’t have to wait for the next scheduled archiving job)

4. Request a quota increase:
Your Notes system administrators can increase the quota on your mail DB (if allowed by your management team)

Discuss This Question:  

 
There was an error processing your information. Please try again later.
Thanks. We'll let you know when a new response is added.
Send me notifications when members answer or reply to this question.

REGISTER or login:

Forgot Password?
By submitting you agree to receive email from TechTarget and its partners. If you reside outside of the United States, you consent to having your personal data transferred to and processed in the United States. Privacy

Forgot Password

No problem! Submit your e-mail address below. We'll send you an e-mail containing your password.

Your password has been sent to:

To follow this tag...

There was an error processing your information. Please try again later.

REGISTER or login:

Forgot Password?
By submitting you agree to receive email from TechTarget and its partners. If you reside outside of the United States, you consent to having your personal data transferred to and processed in the United States. Privacy

Thanks! We'll email you when relevant content is added and updated.

Following