Table Of Contents

Managing Your Mailbox Size

Tips for Managing Your Mailbox Size

Reasons Why Your Mailbox May Fill Up Quickly

Managing Your Mailbox Size

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A full mailbox can affect the speed at which Cisco Unity processes your messages. Your Cisco Unity administrator sets the storage limits for your mailbox, which can prevent you from sending and receiving messages when you exceed the limits. When you log on by phone or access the Cisco Unity Inbox, Cisco Unity notifies you when your mailbox is:

•Almost full.

•Full and you can no longer send new messages.

•Full and you can no longer send or receive new messages.

(System broadcast messages are not included in your total mailbox size.)

This chapter contains the following sections:

•Tips for Managing Your Mailbox Size

•Reasons Why Your Mailbox May Fill Up Quickly

Tips for Managing Your Mailbox Size

To make more room in your mailbox, you can:

•Delete messages (including messages in the Sent Items and Deleted Items folders in your Outlook or Cisco Unity Inbox, if applicable).

To archive messages before deleting them, you may be able to save them as WAV files to your hard disk. In the Cisco Unity Inbox or ViewMail, use the Copy to File option on the Options menu on the Media Master control bar. (Depending on how Cisco Unity is set up at your organization, the Copy to File option may not be available.)

•As a Unified Messaging subscriber, you can use your e-mail client to move messages to a folder on your hard disk.

•As a Unified Messaging subscriber and your Outlook Inbox is set to save copies of sent messages in the Sent Items folder, you can save space on your hard disk by setting ViewMail to save only the message headers and not the message recordings.

Reasons Why Your Mailbox May Fill Up Quickly

If you feel that your Cisco Unity mailbox fills up more quickly than you expect, consider the following reasons why this may happen. Your Cisco Unity administrator specifies the size of your mailbox.

A Message-Retention Policy May Not Be Enforced

By default, Cisco Unity does not automatically delete messages once they reach a certain age. This means that unless your Cisco Unity administrator set up Cisco Unity to enforce a message-retention policy, you are responsible for managing your mailbox size by periodically reviewing your saved messages and either moving, archiving, or deleting them permanently.

If Cisco Unity is set up to enforce a message-retention policy, ask your Cisco Unity administrator how long Cisco Unity stores your messages before permanently deleting them. This way you can plan to archive or move important messages ahead of time. Cisco Unity does not indicate when a message-retention policy is enforced, nor does it warn you before message are permanently deleted as a result of such a policy.

Sent and Deleted Items Are Included in Total Mailbox Size

When Cisco Unity is set up to provide Unified Messaging, the messages in your Sent Items and Deleted Items folders in Outlook are included in the total mailbox size.

In addition, as a Unified Messaging subscriber, when you receive nondelivery receipts (NDRs) for messages that you send, your mailbox can quickly increase in size—especially when original messages included large attachments. When your e-mail client is configured to save your sent messages, the original message and any attachments are stored in your Sent Items folder and another copy is sent to your Inbox along with the NDR, increasing your mailbox size accordingly.

Total Message Size Includes Original When Messages Are Forwarded

You may receive messages that have been forwarded many times over, which increases message size. The original message plus all recorded and written introductions that were added during forwarding equal the total message size. As a result, your mailbox can exceed its limit, even though you may have relatively few messages stored in it.