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My mailbox is getting full, what do I do?

When your mailbox is full, we can't store new messages. We'll tell the sending mailserver that we can't store the incoming email, however that server may not notify the sender.

Quickly Delete Large Messages with Webmail

Sign into webmail and click "Mailboxes" in the menu to view the size of your mail folders. When viewing the messages in a folder, click "size" at the top of the column to sort messages by size. Click the check boxes next to the messages to select them and click "Delete" at the bottom of the page to move the messages to your Trash Mailbox folder.

CAREFUL: Messages that you delete from OneMail will NOT be available on ALL your devices that use IMAP. IMAP clients (most newer devices, like iPhones and Outlook) simply show a list of any email messages that are currently on the OneMail server. Backup your important emails locally first, with your computer's email client.

From your "Mailboxes", you can click on Trash, then click "Empty" at the top of the page (assuming there are any messages in the Trash). And, make sure you click the "logout" button when you are finished checking email (this will delete any trashed messages older than 21 days).

Checking email with IMAP?

IMAP stores all messages on the mail server. The more messages you keep the more space you use. There are few ways you can prevent your mailbox from getting too full.

Delete unwanted messages
Please delete messages you no longer need and make sure your settings will empty deleted messages when you quit, or after a few days. Be sure to check folders such as:

  • junk
  • spam
  • sent mail
  • drafts

Empty Deleted Items Folder in Outlook 2013 & 2010
Items that you delete are moved to the Deleted Items folder, but aren't permanently deleted until that folder is emptied.

  1. On the "File" menu click "Options".
  2. On the "Advanced" tab, under "Outlook Start and Exit", select the "Empty the Deleted Items folder upon exiting" check box.
  3. To be notified before the Deleted Items folder is emptied automatically, on the "Advanced" tab, under "Other", select the "Prompt for confirmation before permanently deleting items" check box.

Purge Messages in Outlook 2007
When you mark an item on an IMAP e-mail server for deletion, the item is displayed in strikethrough text in the header list. However, the item is not removed from the IMAP mail server until a purge command is used.

You can configure Microsoft Outlook so that when you switch between folders, any items you have marked for deletion are purged from the IMAP mail server.

  1. Click a folder in your IMAP e-mail account.
  2. On the "Edit" menu, point to "Purge Deleted Messages".
  3. Click "Purge Options".
    The "Internet E-mail Settings" dialog box opens.
  4. On the General tab, under Purge Options, select the "Purge items when switching folders while online" check box.

Move messages to your computer
If you want to keep older messages, you can download them from the server into a local folder on your machine. This process is different with each mail client. In general you must first create a new folder and specify it as "local" or located "on your computer". Move any messages to this folder to store them on your computer.

Archiving Messages in Outlook 2013 & 2010
Archiving moves older messages to your local computer. You can change how often AutoArchive runs, specify the Outlook data file (.pst) used to store archived items, and choose when items in your Outlook folders are subject to being archived.

  1. On the "Tools" menu, click "Options", and then click the "Other" tab.
  2. Click "AutoArchive"
  3. Select the Run AutoArchive every [ ] days check box, and then specify how often to run AutoArchive.
  4. Click "OK".

Creating a Local Folder in Outlook 2013, 2010, & 2007
Personal folders are useful for storing mail on your hard drive within Outlook. These directions show you how to create the Personal folders.

  1. Outlook 2007: Click on the "File" Menu. Select "Data File Management".
    Outlook 2013: Click on the "File" menu. Select "Info" then "Account Settings" drop-down menu. Choose "Account Settings".
  2. Select the "Data Files" tab and click "Add...".
  3. Select "Personal Folders File" from the New Outlook Data File list and click "OK".
  4. Type a name for your Personal Folder file and click "OK".
  5. Type a more descriptive name for your Personal Folders. This name will appear in Outlook as the folder name. Click "OK".
  6. Check to see if your Personal Folder appears in the Outlook Data Files window. Click "Close".
You can now move messages into this folder. These messages will be stored on your computer and not on the mail server.

Creating a Local Folder in Apple Mail
Apple Mail, Mac OS X's default email client, gives you the option to store your email on your computer. These instructions will explain how to create and save mail to local folders with all currently supported versions of Apple Mail.

  1. In Apple Mail, select "Mailbox" in the menu. Click "New Mailbox".
  2. Under Location, select "On My Mac".
  3. Type in the name of your new local folder and click "OK".
  4. You will see the local folders you created in the Mailboxes panel on the left-hand side of the window.
You can now move messages into this folder. These messages will be stored on your computer and not on the mail server.



Checking email with POP?

Your mail program may be setup to leave messages on the server when you check your email. In this situation, even when you delete messages in your mail program, a copy is left in your mailbox on the server. These messages start to build up, filling your mailbox on the server. When this happens, your mail service may become slow and you may not be able to receive emails sent to you.

To keep your email account working well, we suggest deleting old messages on the server. The easiest way to accomplish this is to change your mail program's POP settings to not leave messages on the server. Alternatively, you can set your email program to delete messages on the server older than 10 days, providing you with a temporary email back-up that won't build up. In other words, make sure your settings do not say "Leave messages on server."

Outlook 2013, 2010, & 2007

  1. Open Outlook.
  2. From the Tools menu, select Account Settings. The Account Settings box appears.
  3. Click on your email account to highlight it, then click the Change button. The Internet Email Settings appear.
  4. Click the button More Settings... in the lower right-hand corner. The Internet Email Settings box appears.
  5. Click the Advanced tab.
  6. Under the Delivery section: Clear the check box Leave a copy of messages on the server if you do not need to save mail on the server. If you would like to leave messages on the server, please check the box "Remove from server after", and click the arrows to specify the number of days or weeks emails should be saved. Please do not leave messages on the server for any longer than 14 days.
  7. Click OK, then click Next, and then click Finish. Click Close to return to the email program.

Apple Mail

  1. Open Mail.
  2. From the Mail menu, select Preferences. Select the Accounts icon and click on your email account under the Description heading. The Account Information appears.
  3. Click on the Advanced tab.
  4. Make sure that Remove copy from server after retrieving a message: is checked. If you would like to leave messages on the server, click on the field below and select after one day, or after one week, etc. Please do not leave messages on the server for any longer than 14 days. Note: You can remove the email from the server immediately by clicking the Remove Now button.
  5. Close the Accounts box to return to the email program.

If you find you still cannot reduce your mailbox size, please contact us.

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