Managing the Lotus Notes mail file

Managing the Lotus Notes mail file

Document number: 15002

The corporate quota for Lotus Notes mail files is 150 MB. Regular maintenance of the mail file allows mail functions to run more efficiently. It will also use less space on the mail server or hard drive if a local replica exists.

If the mail file is over the mail quota, the following message will appear when the Inbox is accessed:

Your mail database exceeds the corporate maximum size of 150 Mb. Your mail database is X Mb and contains X documents. If you require assistance, please click on the Over quota? button on the far right of the Notes tool bar.

NOTE: When the mail file is over the quota, mail can be sent and received, but sent mail cannot be saved. Because the monthly mail retention notification is saved directly to a mail file and not sent to it, a notification cannot be saved to a mail file over the quota. Any user whose mail file is over the quota will not receive a mail retention notification.

For tips to assist in reducing the mail file size, click on a link below for detailed information on that topic:

When adding a GIF to a signature file, the size of the signature file can become quite large. When a message is sent with a signature file that contains a GIF, the size of every sent message is much larger than it needs to be. These messages can take up significant space in both the sender and recipient's mail files if the message is saved. Because of the mail file quota of 150MB, users should think about how much larger a message is because of their signature file. For additional information, see Eureka! document 12048 — How to add a signature to outgoing messages in Lotus Notes.