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

  • Accounts exceeding 1.9 GB will receive warning messages from the system administrator.
  • Accounts exceeding 2 GB will be unable to send messages.

Departmental Accounts
Faculty or staff members using their individual email accounts for departmental tasks or research functions may request a departmental account. 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 Knowledgebase 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 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 knowledgebase article.

Click here for information on how to empty deleted items in Outlook Web App (OWA).


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