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services:e-mail_service:e-mail_quota [2015/08/17 14:10]
giunta
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-====== E-mail quota information ====== 
- 
-Starting from July 2012 each SISSA mailbox is checked for space occupation and limited by a quota. \\ 
- 
-After August 2013 e-mailboxes migration to the new storage, all users have a quota of **25Gb** (except users that had requested a higher quota before migration). 
- 
-The new quota is split in this way: 
- 
-  * **5Gb** for all folders (//**Inbox, Sent, Drafts, Trash,**// etc), to check this first quota please see the section [[#Show quota information]];​ 
-  * other **20Gb** in the //​**Archives**//​ folder. 
- 
-//​**Archives**//​ is a special folder: ​ 
-  * you cannot copy e-mail messages directly in this folder, 
-  * but you have to create one or more sub folders. To make this operation easier, **every year a new sub folder will be created with the name of the year**. For example, for this year a sub folder named **//​2013//​** has been created. 
-<​note>​ 
-If before August 2013 e-mailboxes migration a user already had a folder named //​Archives//​ containing some e-mail messages, those messages have been moved in a sub folder called //​old_archives//​. 
- 
-</​note>​ 
- 
-/**    inizio commento 
-The standard policy, determined by the [[http://​www.itcs.sissa.it/​_media/​sis/​internal/​2011-11-09.pdf|User Commitee of 9/11/2011]] is for two differentiated quotas: 
- 
-  * **5 GB** of space for scientific, technical and administrative staff (professors,​ researchers,​ technical/​administrative staff) 
-  * **2.5 GB** of space for PHD students, research fellows, (external staff) and visitors ​ 
-fine commento */ 
- 
-**<color Maroon>​If your mailbox go over quota all the subsequent e-mails sent to you will be rejected. </​color>​**In this case a sender will receive an error that explains that the message is automatically rejected because your mailbox if full for quota exceeding. No error messages will be sent to your mailbox for those rejections. ​ 
-**<color purple>​So you have to check periodically you mailbox quota occupation and take care of e-mails with quota warnings. </​color>​** 
- 
-Warnings are automatically sent to you when the space occupation go over the 80%, 90% and 95% of the quota assigned to your mailbox. 
-A quota warning is an e-mail like this: 
- 
-  From: postmaster@sissa.it 
-  To: <​USERNAME>​ 
-  Subject: Quota warning - Allerta quota 
-  ​ 
-  Your mailbox is now 80% full - La tua casella di posta elettronica è ora piena al 80%. 
- 
-To prevent the filling of your mailbox don't discard/​ignore those mails from <​postmaster@sissa.it>​ and take the time to delete not useful messages or to archive the old ones. 
- 
-===== Show quota information ===== 
- 
-The simple way to display your mailbox quota information is to access with a webmail platform: 
- 
-  * [[http://​www.itcs.sissa.it/​webmail-horde/​quota/​check|How to check your mailbox quota with Horde webmail]] 
-  * [[http://​www.itcs.sissa.it/​webmail-rc/​quota/​check|How to check your mailbox quota with Roundcube webmail]] 
- 
-Anyway you could use any e-mail client compatible with the //IMAP4 quota specification//​ (RFC 2087), as for example Mozilla Thunderbird or Gnome Evolution. 
- 
-With Thunderbird the quota check is done by: 
-  * selecting a folder (eg: the INBOX), ​ 
-  * then right clicking on it and selecting **Properties** from the context menu. A dialog window is displayed (the last tab is about the mailbox quota information). 
- 
-To enlarge the image, click on it. {{:​services:​e-mail_service:​screenshot-folder_properties_-_quota.jpg?​100|Quota information}} 
- 
-<​note>​Quota information is displayed also on the bottom toolbar of Thunderbird,​ but only when your mailbox is over 80% full. 
-</​note>​ 
- 
-===== Free space in your mailbox using Mozilla Thunderbird ===== 
- 
-To free space in your mailbox the possible actions are: 
-  * [[#Delete SPAM or unuseful emails|delete SPAM or unuseful e-mails]], 
-  * [[#Empty Trash| empty "​Trash"​ folder]], 
-  * [[#​Compacting emails|compacting folders]], 
-  * [[#​Archiving e-mails|archiving e-mails]] 
- 
-==== Delete SPAM or unuseful emails ==== 
- 
-When you receive a SPAM e-mail the best way is to mark it as "​Junk"​ or to move it to a specific folder, in order to periodically check and delete. ​ Thunderbird,​ like some other email clients, provides a Junk folder and special menu items to mark messages as Junk and takes appropriate actions. See the Mozilla Thunderbird support page [[https://​support.mozillamessaging.com/​en-US/​kb/​thunderbird-and-junk-spam-messages?​s=junk&​as=s|"​Thunderbird and Junk / Spam Messages"​]].  ​ 
-In addition SISSA mailbox have a special folder named "​Junk"​ where emails categorized as probably SPAM are saved. Check and empty periodically this folder. 
- 
-==== Empty Trash ==== 
- 
-You could empty the //Trash// folder periodically or set an automatic rule in your Thunderbird'​s configuration. ​ 
-To set up the automatic empty of Trash folder open the account configuration:​ 
-  * **1a)** for Windows and Mac OS  **//​Tools//​** -> **//Account Settings//​** 
-  * **1b)** for Linux **//​Edit//​** -> **//Account Settings//​**, ​ 
-  * **2)** and then select **Server Settings** on the left section. ​ 
-  * **3)** **Put a check** in the  //Empty Trash on E__x__it// box (the item marked with a red rectangle in the picture below), then confirm selecting the **OK** button. 
- 
-{{:​services:​e-mail_service:​screenshot-account_settings_-_1.jpg|Account Settings - Server Settings}} 
- 
-==== Compacting emails ==== 
- 
-"​Compacting"​ a folder has nothing to do with compressing or zipping the messages, but only with the removing messages previously marked for deletion or moved to another folder. In Thunderbird,​ when an email is deleted or moved to another folder, the file is copied and the original is marked for deletion and hidden from view. 
-Those emails marked for deletion are not physically removed until you "​compact"​ the folder. This is a tradeoff done to improve performance in large folders. 
- 
-Thunderbird automatically compact folders on exit starting from version 5, but you could  also select an account (eg: clicking on the INBOX folder) and then manually compact the folders using the menu command**// File -> Compact Folders//** instead. You can also compact a specific folder by right clicking on it and selecting **//​Compact//​** from the context menu. 
- 
- 
-==== Archiving e-mails ==== 
- 
-The e-mail archiving on your server space is enabled for default in Thunderbird,​ but you are kindly suggested to check and adjust your archiving options, in particular if you have already used [[:​services:​e-mail_service:​local-email-archive|Thunderbird to archive e-mails to local folders]]. ​ 
- 
-To check and if it necessary to change your Thunderbird //Account settings// follow those steps: 
- 
-      * for Windows and Mac OS **//​Tools//​** -> **//Account Settings//​**,​ 
-      * for Linux **//​Edit//​** -> **//Account Settings//​**,​ 
-      * select **Copies & Folders** on the left section, 
-      * in the drop-down menù //Archives Folders on// select **//​your-username//​@sissa.it** (for example //​jsmith@sissa.it//​),​ 
-      * customize archiving clicking on the button **Archive options...**. 
-{{:​services:​e-mail_service:​settings1b.jpg|Account Settings -> Copies & Folders}} 
- 
-In the //Archive Option// window: 
- 
-   * **1)** the **//Yearly archived folders//** box has to be checked, 
-   * **2)** depending of your previous choice about archive subfolders and to preserve their structure, put/keep the check in the insert //**Keep existing folder structure of archieved messages**//​ box, then 
-   * **3)** at the end click on the **OK** button. 
- 
-{{:​services:​e-mail_service:​archive-options.jpg |Verify / change the box contents.}} 
-After closing the //Archive Option// window ... save & confirm the previous **//Copies & Folders//** page content clicking on the **OK** button. 
-\\ 
-\\ 
- After the reconfiguration of the archive feature, you can archive a group of messages (in the same folder) selecting them, then by right clicking on the selection and chose  **Archive** ​ from the context menu.\\ 
- 
-