14.1 Checking Mailbox Size

You can regularly check the size or amount of storage that your mailbox has, and self-govern that storage, or you may have some limitations imposed that prohibit you from taking certain actions until you reduce the size of your mailbox.

14.1.1 Settings Option

The Settings drop-down menu has an option labeled Check Mailbox Size. This option is always available and independent of administrator mailbox storage controls. If you open this option, you can view Mailbox Storage Size. If storage limits are set by the administrator, this dialog box states how much storage, by percent, you have currently used in your mailbox. If no controls are implemented, it will always show 0% regardless of how many items are in your mailbox.

NOTE:Proxy behavior for viewing mailbox size is currently different from the GroupWise Client. The proxy user must have Read and Write access on all item types in order to see the Check Mailbox Size option in the Settings menu.

If a limit is set for your mailbox (or even if it is not), there are actions you can take directly from Mailbox Storage Size to reduce the size or your mailbox. The information is presented by four item-type buttons: Trash, Sent, Received, and Personal/Draft.

No items are displayed the first time you open Mailbox Storage Size for each new login session, but once you open the feature and click an item button, the data is cached for that item type and for any other types that you select. Subsequent openings of the dialog box in the same login session will show the same cached list or lists. In order to refresh a list, delete at least one item in that list or refresh your browser.

The list is sorted by the largest items in your mailbox, descending by size. If you want to change the sort to ascending, simply click the Size header in the data table.

For information about reducing your mailbox storage size directly from the Mailbox Storage Size dialog box or in general, see Reducing Mailbox Size.

14.1.2 Mailbox Size Icon and Limit Notifications

If mailbox storage limits are implemented by the GroupWise Administrator, you will see a gauge-type icon between the Settings and Logout icons on the top-right corner of the web-app that represents the current storage level of your mailbox. If you mouse over the icon, the current percent of storage in relation to the limit set, is shown.

Three different colors are possible in this gauge: gray, yellow, and red. These colors represent the following:

  • Gray - Mailbox size is within acceptable limits with room for more storage.

  • Yellow - Mailbox size has exceeded a caution threshold set by the administrator.

    This setting is designed to give you time for mailbox cleanup before limitations are imposed.

  • Red - Mailbox size has exceeded the storage limit and you will not be able to send mail until you take actions to reduce the mailbox size.

In addition to the visual indicators, you can open Mailbox Storage Size directly from the gauge icon if you click it. If incoming mail causes a “red” storage status while you are logged out, this dialog box will open automatically when you log in. The information at the top of the dialog box will inform you that you have exceeded the limit, and you will not be able to send mail until you purge enough items in your mailbox to be under the limit.

If you try to send an email item that causes you to exceed the storage limit, you will be notified with a prompt. For information about reducing the size of your mailbox, see Reducing Mailbox Size.