Exchange 2003 Email storage

115 pts.
Exchange storage
Microsoft Exchange 2003
Microsoft Outlook 2003
I setup Exchange 2003 server for the users. Each user system is using Outlook 2003 to access their email thru exchange.

The email is being stored on the server so they can access their email off site thru web mail.

How can I have them copy and store their emails to their computers to free up room off of the server? I don;t want to use up too much server space for all of the old emails. Any suggestions please?


Is there a way I check to see how much space the emails are using so far on the server?






Software/Hardware used:
Exzchnage serrver 2003 standard w/. MS OUtlook 2003

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You can set up Outlook to leave a copy on the server, allowing access to it through web mail, and set a time period for the server copies to be deleted after a set period of time (i.e. one week, 10 days). To check the space used by email acocunts, right-click on the “Mailbox – username” folder in the folder navigation pane and choose Properties. Click the Folder Size button and check the Total Size (including subfolders). This number should not exceed 250,000 KB.

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  • ITAddict
    Settings to leave a copy on the server are for POP3 accounts. Exchange accounts do not have this option because the mailbox is on the server by design. You can set size limits on each person's mailbox with instructions to Archive older e-mails. Exchange can be configured to halt incoming and outgoing e-mail until the mailbox is cleaned up. The Archive function in Outlook can be configured to automatically Archive based on Time. This would keep the server mailbox from reaching the size limit. I must say that storing old e-mails on a PC is not good business practice if the e-mails are business related and are within the retention period set in company policy. If the hard drive fails on the PC, the e-mails are lost. If the e-mails are beyond the retention period, they should be deleted, not saved.
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  • ITAddict
    If you want to see the mailbox storage used from the server, Open the Exchange System Manager. Drill down on the Servers folder until you get to the mailboxes folder. Click on Mailboxes and you should see a list of mailboxes and their size in the right windowpane. To set global size limits for all mailboxes, right mouse click on the Maibox Store node in the left windowpane one level above the mailboxes folder. Choose Properties from the context menu. Select Limits Tab. Individual limits are set at the user level in the Active Directory.
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