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Storage Quotas & Archives

Exchange Email Storage Limits

Email storage on KU's email system is provided for currently enrolled students, faculty, staff, and approved affiliates of the University of Kansas. All accounts have a default maximum email storage limit of 2GB.

  • Accounts exceeding 1.9GB will receive warning messages that the mailbox is almost full
  • Accounts exceeding 2GB will be unable to send messages

If more space is needed beyond the 2GB default, users may request a 2GB increase in email storage. Students are limited to one increase request. Please note: IMAP and POP capability will not function beyond 4GB.

Departmental Accounts
Faculty or staff members may request a departmental account for departmental tasks or research functions. See if a separate departmental account would be appropriate for you. Departmental accounts have the same email storage limits as individual accounts.

Mailboxes Exceeding Size Limits

If you get messages from the System Administrator stating that, "Your mailbox is over its size limit," please take a few minutes to review the options below. The information provided in the KU IT Knowledge Base articles can help free up space in your account.

Mailbox Cleanup

Outlook has clean up tools to keep inbox sizes within limits and also delete junk and purge deleted mails.

If most of your mailbox space is taken up by attachments, take a little time to identify the large attachments. If those attachments are already stored somewhere else, it is unlikely that they need to be stored in the mailbox, too. The email can be kept while removing the attachment. Depending on the number and size of attachments, this could greatly reduce the amount of space needed.

For information on mailbox cleanup, please see our Knowledge Base article.

Learn how to empty deleted items in Outlook Web App (OWA).

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