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Email Management - Outlook & OWA

UWSP Email Mailbox Size 

All UWSP student, faculy and staff email mailboxes have a size limit of 100 GB.

The UWSP email system will automatically send out email notifications when your mailbox is approaching capacity.  This is a warning that you need to take some time to manage your email mailbox.  

If you reach your mailbox quota, you will be unable to send messages until you reduce the size of your mailbox.  You will only be able to receive incoming messages.  

The GOOD news is that there are easy ways to manage your mailbox size limit.

Below are some tips to accomplish this.   

How to Check the Size of Your Mailbox

Keep in mind that every folder (e.g. Sent Items, Deleted Items, Drafts, etc) in your email mailbox counts against your total mailbox size.

In Microsoft Outlook Web App

  1. Hover your cursor over your name at the top of the folder list on the left-hand side. After a few seconds your current total mailbox size will be displayed.

In Microsoft Office Outlook

  1. From the Folder List View
  2. Right-click the folder that says Yourname@uwsp.edu

  4. Click Data File Properties.. from the menu.
  6. Click Folder Size.
  7. Select the Server Data tab to view the structure and total size of your mailbox.

Empty Your Deleted Items folder

The Deleted Items folder has no age-rentention limits.  This means that messages you delete continue to count against your mailbox size limit until they are deleted from your Deleted Items folder.

To quickly empty your Deleted Items folder:

  1. Right-click on the Deleted Items folder to display the shortcut menu.
  2. Select Empty Folder (in Outlook) or Empty Deleted Items (in Outlook Web App) from the menu.
Once deleted from Deleted Items, emails can still be recovered if they have been deleted within 14 days.

Delete Items From Your Sent Items & Other folders

The Sent Items folder contains a copy of every message you send. This is often one of the largest folders in your mailbox.  Review messages in your Sent Items and other folders.  Consider deleting items you no longer need or that are very large in size.

Sort your folders by Date, Size, From, or other categories to quickly identify messages you can delete.  To quickly sort messages by differenct categories:

How to Quickly Sort Messages

In OWA: Click the drop down arrow next to Arrange by or Conversation by and select a Sort field. 

In Outlook: Click the View tab and click on a field in the Arrangement section.


Remove Attachments From Messages 

Save email attachments (word documents, pdf files, photos, videos) to your myFiles network storage space or OneDrive Cloud Storage. You can them remove the attachments from the email or delete the message entirely.

To Remove Attachments in Outlook: 
Right-click on the attachment and click Remove Attachment.

Suggestions For Additional Space

If you are a faculty/staff member keeping information for an office-type account in your personal email click here to see the advantages of keeping this information in a separate email account.

If you are a student keeping information for a student organization or student manager account in your personal email click here to see the advantages of keeping this information in your student organization's email account.

Have questions?  Please contact the Service Desk.