UofH E-mail Account Quotas

If you are reading this document, it is likely that you received a message from the e-mail system stating one of the following:

Unlike most e-mail systems which immediately stop accepting mail the moment a mailbox is filled to capacity, University of Hartford's e-mail system is programmed with a kinder, gentler approach -- it provides you with ample opportunity to bring your account under quota before stopping message delivery to it.

The e-mail system checks all e-mail accounts once per week. If your account is near, or over quota, the system will send you messages like this:

Sample message

Legend
1. The notification number or type
2. The UofH account that is near or over quota
3. The total size of your account
4. Your account quota
5. Listing of your mailboxes and their sizes
6. Address of this web page

Types of messages from the system

The 90% warning
If your account is over 90% full, the system will send you a mail message warning you that you are in danger of running out of space, and will include a listing of your mailbox(es) and their sizes. This is merely an informative message, and there is no penalty for having your account 90% full. You should clean out any unneeded old mail messages to ensure that you do not run out of space.

The first, second, or third "over quota" warning
If your account is over its quota, the system will send you a message to that effect, however, delivery of new mail messages to your account will be unaffected. You will receive three warnings, typically over a period of 3 weeks, if your account remains over quota. You must remove messages from your account to get it within your quota limit in order to avoid having it be disabled. After the 3rd warning, delivery of mail to your account will be disabled.

The final message
If after the 3rd "over quota" warning message, you still have not reduced your e-mail account utilization to within your quota, you will receive one last message notifying you that the account has been disabled. At that time, your account will not receive any new messages, and people sending mail to you will receive a message back stating that you have not received their message. Note that you can still access your mail (so that you can still clean your account and restart it), you just can't receive any new messages. To restart your account, you must remove enough mail from it in order to get within your quota, and then restart your account as described later in this document. You will have 3 weeks to clean and restart your account, after which the account will be considered abandoned and all mail in it will be permanently deleted.

Frequently Asked Questions

How much space do I get for mail?
You can store up to 200MB of mail on the UofH e-mail system. Note that if you use an e-mail program on your computer operating in POP mode, your mail is downloaded and deleted from the UofH e-mail system, so your account should never go over quota, and the amount of mail you can store is limited only by the capacity of your computer's hard drive. If you use WebMail, or an e-mail program on your computer operating in IMAP mode, your mail is being stored on the e-mail system, and you are limited to your e-mail quota. Your e-mail quota is displayed in each of the warning messages you receive from the system when your account is near, or over, your quota.

But I POP my mail, how could my account get full?
Perhaps you've inadvertently set the leave messages on server option in your e-mail program. If you have, your computer has been downloading your messages, but leaving copies of them on the system! Eventually, your account will fill up. Disabling the leave messages on server option will usually cause the "ghost" messages to be deleted from your account on the server the next time you check for new mail.

I don't have many messages, how could I be over quota?
There are a few possibilities:

  1. You may have messages which contain large binary attachments. Most e-mail programs will show you which messages have binary attachments by displaying a paperclip icon next to the message in the index.
  2. You may have folders full of messages that you didn't realize were there, for example, a Sent Items folder, a Sent folder, a Deleted Items folder, a Trash folder, or a WASTEBASKET folder.
  3. You have filed messages into other folders in your account.

The mailbox report that the system sent you in your quota warning mail message should help you to identify where the space is being used.

But I set my account to forward all of my mail to another account, how come my Hartford e-mail account still fills up?
Perhaps you have forgotten to disable the Retain copy of received mail option when you configured your account for forwarding. See the instructions for properly forwarding your mail at
http://uhaweb.hartford.edu/www/qanda/19971001-2.html.

How to restart a disabled account

If you have received a final notification that your account has been closed because it was over quota for an extended period of time, it will not receive any new messages, even if you reduce the amount of mail in your account to below your quota. You must restart your account as follows:

1. Point your web browser to http://mail.hartford.edu:8000.
2. Log in with your e-mail account name and email password.
3. Click the "+" sign next to Account.
4. Click the "+" sign next to Settings.
5. Click Autoreply.
6. When the Autoreply window appears:

Uncheck the "Send an automatic reply to incoming mail" checkbox

and then

click OK.
7. Click Forwarding.
8. When the Forwarding window appears:

Click the address
deadmail@hartford.edu and then click the Remove button. This will clear the "Destination addresses" box (where deadmail@hartford.edu formerly appeared).
9. Click Sign Off in the upper right corner of the web page.

Your account will now be able to receive mail again.