Mailbox Size Reports:
1. Login to Webmail at
http://mail.colony1.net/ as a
Domain Administrator.
2. Click on the
Reports button at the top and then expand the
Domain Summary Reports folder, followed by the
Traffic Reports folder from the left panel.
3. Click on
Disk Usage and you will see the
Total Disk size for each User on the domain.
Setting Mailbox Size Limits:
By default, when e-mail accounts are created using a Domain Administrator account, the Mailbox Size Limit for each User is set to unlimited. However, you can set specific limits for each individual User / e-mail account, by following one of the options below.
OPTION 1 - Setting the limit on specific accounts
1. Login to Webmail at
http://mail.colony1.net/ as a
Domain Administrator.
2. Click on the
Settings button at the top.
3. Expand the
Domain Settings folder in the left panel.
4. Click
Users and double-click on a particular User to edit their account.
5. In the
Mailbox Size Limit field, specify a value which will be in MB.
6. Click on the
Save button at the top.
OPTION 2 - Setting the limit on all accounts at once
1. Login to Webmail at
http://mail.colony1.net/ as a
Domain Administrator.
2. Click on the
Settings button at the top.
3. Expand the
Domain Settings folder in the left panel.
4. Expand the
Advanced Settings folder.
5. Click
Default User Settings.
6. In the
Mailbox Size Limit field, specify a value which will be in MB.
7. Click on the
Save button at the top.
8. Click on
User Propagation from the left panel.
9. From the
Propagate To field, select
All Users.
10. Click on the
Propagate Now button above.
NOTE: With OPTION 2, you can still go back into specific accounts (per OPTION 1) and change the limit for specific accounts as needed.
When using any of the above options to set Mailbox Size Limits, keep in mind that the default domain limit (ie: all User accounts combined) is 500 MB (unless we have increased the domain limit for you). Therefore, you will need to allocate the size / limit on each account accordingly.
NOTE:
When you set Mailbox Size Limits and the limit is reached, both the User and the Primary Admin will get an e-mail notification letting them know, and incoming mail to that mailbox will also be rejected until older / unwanted messages are deleted and additional space becomes available. In addition, the User will see the 100% icon seen in the screen shot below, when logged in to Webmail.
When the domain limit is reached, regardless to whether or not you have specific Mailbox Size Limits set, just the Primary Admin will get an e-mail notification, and incoming mail to any e-mail account on the domain will also be rejected, until older / unwanted messages are deleted from some / all User accounts on the domain, and additional space becomes available. In this case, you can login to Webmail at
http://mail.colony1.net/ as a Domain Administrator to see which User account(s) are the largest in size, so that those particular Users can delete older / unwanted messages from their accounts (See the Mailbox Size Reports section above).
NOTE: As a helpful tip, if any users use Outlook or any other third-party e-mail client to download / retrieve their e-mails from the server, it is strongly advised to enable the option to leave a copy of messages on the server for x amount of days. This will help in keeping the domain size down. To enable this option in Outlook, go to
Tools >
E-mail Accounts... and select the option to
view or change existing e-mail accounts. Next, highlight the account and click on the
Change button. Next, click on
More Settings and then on the
Advanced tab. Then, place a check into the box that says "
Leave a copy of messages on the server" and also place a check in the box that says "
Remove from server after xx days" (where xx is the amount of days in which you specify). Finally, click
OK,
Next, and then
Finish. For all other e-mail clients, please refer to the help documentation for instructions on how to leave a copy of messages on the server for a certain amount of days.
Examples of both e-mail messages can be seen below.
User Limit Exceeded:
From: "System Administrator" <System Administrator>
To: User@YourDomain.com
Subject: Mailbox size limit exceeded
The size limit of xx MB for mailbox 'User@YourDomain.com' has been exceeded. Incoming mail to that mailbox is currently being rejected.
Domain Limit Exceeded:
From: "System Administrator" <System Administrator>
To: PrimaryAdmin@YourDomain.com
Subject: Domain size limit exceeded
The domain size limit of xx MB for 'YourDomain.com' has been exceeded. Incoming mail is currently being rejected.
Enabling the Folder Auto-Clean feature:
1. Login to Webmail at
http://mail.colony1.net.
2. Click on the
Settings button at the top.
3. Expand the
Filtering folder in the left panel.
4. Click on
Folder Auto-Clean.
5. You can select the
Use default auto-clean settings option, which will automatically delete message from the Deleted Items & Junk E-Mail folders, that are over 14 days old.
6. You can also select the
option, which will allow you to create your own rules on how to automatically clean up folders.
7. If you select the Override option, you will then need to click on the
Folders tab at the top, followed by the
Add Rule button at the top.
Folder: Select the corresponding Folder that you are setting up this particular rule for.
Type: Select either Size or Date.
Size will allow the auto-clean feature to be activated automatically when the Folder Size Before Auto-Clean size is reached and will try to reduce the folder size to the Folder Size After Auto-Clean size instead.
Date will allow you to specify the amount of days messages should stay in the folder.
8. When done creating your rule, click on the
Save button at the top.