Delete Email to Recover Storage Capacity

Email accounts have a fixed limit of 5G storage on the server. A warning notice about Mail Quota comes by email before a customer’s storage has reached capacity. Emails must be deleted and trash emptied to get below 100% capacity, otherwise email will bounce.

If the account was set up in IMAP, you can delete email and empty trash using the desktop email program. Webmail is still helpful because a graph at the bottom of the page shows storage percentage and progress can be observed during deletion. If the account is set up in POP, deletions must be done in Webmail.

Log in to Webmail with your email address and password.

If the Inbox does not have thousands of emails or lots of attachments (more space-consuming), the other folders may need to be checked, including the Sent Items and Drafts. Items with attachments are often the culprit. Each folder will give the number of emails contained in it once opened.

Ways to target specific emails to quickly regain storage space. (Instruction follows below):

  1. Re-sort the email by Size and delete the most space-consuming.
  2. Search for prolific senders' email addresses, or senders that send a lot of attachments, and delete-all from the search.
  3. If you’re using POP and discover thousands of emails in the inbox, call to discuss. Often Select-all and delete will be reasonable, and the mail application set not to store on the server in the future.

Instructions to Sort By Size

Click on Options above the list of emails and select Size in the Sorting column field, and Descending in Sorting order; the biggest emails will show at the top of the email order. Notice what it is set to before changing it, so you can set it back as it was when finished. If the screen magnification is amplified or an iPad is being used, Options will instead be found by clicking the three vertical dots. (Screenshots for the iPad view follows at document end.)


Instructions to Search by Sender

  1. The Search field is just above the list of emails. Type in an email address and click the Return or Enter key.
  2. With the results clearly shown from the Search, click on Select (if screen is magnified, click on the three vertical dots) and then Select > All), and Delete. Note: Using Select > All is safe in this instance where a search precedes it: only the searched email will be selected. See the warning below.

Caution: we advise NOT using Select > All while in the Inbox. Select > All will select all email in the Inbox, not just the page of emails visible.

If that email is then deleted and the trash emptied, the email may be permanently unrecoverable. Recovery is only possible for email present on the server at the time of the last server backup. Recovery is performed by the Administrators at customer expense.


Thousands of Emails in Inbox

Another way of deleting email aside from Sorting or Searching, is to click the double arrow » below the email list to reach the oldest emails. Screen one page at a time, then click Select > Current Page and Delete, to delete only the pages that have been screened, one page at a time. Be careful NOT to Select > All accidentally, which will select every email in the Inbox, not just the current page.

Current Page can be set to show 200 emails per page, if it is not already set to that. Click on Settings > Preferences > Mailbox View > Rows per page, and enter the desired number. Click back on Mail in the black ribbon on the left side to get back to the Inbox.

Select Options using iPad, or with screen magnification

Click on the three vertical dots icon to access the Select option as shown in the screenshot below.


Sorting Options using iPad or with screen magnification

Click the three vertical dots icon, and choose Options. In the Sorting column click the arrows and select Size, at the bottom of the list, as shown in the screenshot below.


List Options