Your Gryph Mail Quota

It is very important that you follow the best practices to maintain your quota. Check your Gryph Mail quota regularly! 

Gryph Mail Quota

University of Guelph mailboxes in Office 365 have 50 GB of storage space. To check how much of your mailbox quota has been used, follow the instructions below:

How to check your Gryph Mail quota:

  • OWA (Outlook Web Application)
   
  1. Sign into the Office 365 Outlook Web app at  https://mail.uoguelph.ca
   
 
  1. Click on the Settings gear icon in the upper right corner of the window.

Gear Icon
Microsoft Outlook Web Application (OWA)Settings Menu
  1. Scroll down and Select Mail under Your App Settings.
 
  1. In the Options menu select General and then select My Account.
 
Options menu
  1. At the bottom of the page, you will see your Mailbox usage
 
Mailbox Usage
  • Outlook 2016
   
  1. Start Outlook
   
  1. ​Right-click anywhere on the bottom Outlook bar
 
  1. Click on the first option, Quota Information, and you will see that it switches to the On mode.
 

 
 
  1. ​You can now see the amount of free space left and the number of items that you have in each foler, in the bottom left hand corner of the Outlook Bar.
 

Quota information shown in lower left of the Outlook Bar

What will happen if I go over my Quota?

As the amount of the email quota you are using rises, there are three thresholds of usage where Gryph Mail (Outlook & OWA) will warn you that your quota is getting close to being filled. It's only when you reach the last one that you can't receive any more mail. The three levels are:

  1. Warning: Exchange will send you an e-mail telling you that your mailbox is almost full, and asking you to reduce your mailbox size.

  2. No send: at the next level, you will be unable to send any messages, but you can still receive mail. Again, you will receive messages from Exchange telling you what is happening.

  3. No send or receive: finally, as well as being unable to send messages, you will also be unable to receive them. Anyone trying to mail you will have their mail returned as ‘undeliverable’. Exchange will send you messages saying that your account has been ‘closed’: this does not mean you can’t log in and read or delete messages, it just means that you can’t send or receive mail. 

What do I do if I receive a quota limit warning in Gryph Mail?

 

  • Archive your email by moving email to the Archive folder.
  • Delete email from Trash and Sent folders
  • Delete old email with large attachments that are no longer needed.
  • To effectively find large messages, click on the 'Advanced Find' menu item and search for large files.  This approach can very quickly identify unwanted and redundant messages that are contributing significantly to storage consumption.

What can I do so that I won't go over quota?

Gryph Mail powered by Microsoft Outlook 365 is a cloud hosted email service.  Microsoft Office 365 provides the ability to retrieve emails up to 120 days after they have been deleted.  Note that Office 365 email accounts are not backed up by Computing and Communications Services (CCS).  

All Gryph Mail users should understand the quota limits and follow these best practices to manage their quota. 

Weekly

  • Clean out your Inbox to remain comfortably within your quota

Monthly

  • Delete old email with large attachments that are no longer needed

     

What contributes to my quota?

  • The contents of Gryph Mail powered by Office 365, including:

    • inbox folder

    • drafts folder

    • sent items folder,

    • deleted items folder,

    • any other mail folder that is not saved to your local hard drive

What does not contribute to my quota?

  • the Archive folder

  • mail folders saved to your local hard drive

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