Hawkmail Quota Management
Quotas
Maximum Message Size
Hawkmail Account Management
Archiving
Deleted Items
Shared Mailbox Directory
Rules
Appropriate Use of E-mail
Hawkmail accounts have 150 MB of storage space allocated for Undergrad Students. This storage limit is also known as your quota. If your quota reaches 50 MB, you will receive warning messages reminding you to clean up your mail folders. At 100 MB, you will no longer be able to send mail or schedule appointments. At 150 MB, in addition to not being able to send messages, you will also no longer be able to receive messages or be scheduled for appointments.
Undergrad Student quotas are set to 50/100/150
Graduate Student quotas are set to 100/150/200
Faculty and Staff quotas are set to 250/300/350
Increasing your quota
If you feel you need an increase in your quota, please contact the ITS Help Desk at 384-HELP or its-helpdesk@uiowa.edu to request an increase.
To check your quota usage using Outlook, select Tools | Mailbox Cleanup and then click on the View Mailbox Size button. You will notice that your mail folders, calendar entries, contacts, etc. all count against your quota.
To check your quota using OWA, see http://cs.its.uiowa.edu/exchange/faqmisc.shtml#mailboxsize
To check your quota using Entourage, see http://cs.its.uiowa.edu/exchange/entouragefaqs.shtml#quota
The Hawkmail server has the maximum send and receive message size (and optional attachment) set at 30 MB. Keep in mind that most users have a maximum quota limit on the Hawkmail server of 150 MB.
Unlike the POP server, which removes your mail from the server when you check it, the Hawkmail Server stores all of your data (messages, attachments, appointments, contacts, etc.) on the server until you explicitly remove them by deleting them or moving them to Personal Folders (.pst files), which can be stored on a network drive (H:) or on your hard drive (C:). If you store Personal Folders (.pst files) on your hard drive, you will want to make sure you regularly back them up to a CD or to a network drive.
Transfer read messages from your Inbox on the Hawkmail server to other mail folders or delete those that you don't need to keep. To create a new mail folder, right-click on "Mailbox - your name" and select New Folder, type a name for the new mail folder (e.g., Faculty), in the Folder contains field: select Mail and Post Items,and click OK. To transfer a message to the new mail folder, select the message and drag and drop it into the mail folder you wish to transfer it to (e.g., Faculty). Note: Use your Inbox for new incoming messages only--not as a storage area for all of your messages.
You can also create Outlook Personal Folders (.pst files). See "Using Outlook Data Files" for more information.
Delete or transfer copies of messages that you have sent (stored in the Sent Items mail folder) to other mail folders. If you don't automatically empty the Deleted Items folder, you will manually need to do that on a regular basis.
You may wish to set up rules for any mailing lists messages to route those messages directly to a predefined mail folder.
The most effective way to manage your Hawkmail quota is by regularly deleting or archiving your data. Archiving saves space by moving your messages from the Hawkmail server into an archive folder on either 1) your computer (e.g., C: drive)--this archive folder, and the data it contains, will only be accessible from the computer it is stored on and should be regularly back up so that you do not lose the data it contains) or 2) on a network drive (e.g., H: drive where the data is automatically backed up for you).
Each Hawkmail client handles archiving differently. Some can be configured to automatically archive items of a certain age; others must have their archive process run manually. For more information about using the archiving features of your Hawkmail client:
Archiving Hawkmail Server Data in Outlook 2003 for Windows
Archiving Hawkmail Server Date in Mac Entourage
When you delete an item using a Hawkmail client such as Outlook, the item is not removed from the server, but is move to the "Deleted Items" folder. This means that the item is still using part of your quota. It is recommended that you frequently empty your Deleted Items folder. In Outlook 2003, you can configure Outlook to empty this folder when you exit the client. Choose Tools | Options | Other and select Empty the Deleted Items folder upon exiting.
Multiple Hawkmail Accounts (e.g., Departmental/Shared Accounts)
If your department has a "departmental/shared" e-mail account (e.g., history@uiowa.edu or imu-bookstore@uiowa.edu) that several people will access, you can set up an Outlook mailbox on the Hawkmail server so that multiple people can check the account.
Rules, also known as filters, enable your client to perform actions on your incoming messages automatically based on criteria--such as who sent the message, the subject of the message, or the importance of the message. These actions can include sorting messages into folders, deleting them, or changing their importance.
According to Chapter 19 of the University of Iowa Operations Manual, which addresses Acceptable Use Of Information Technology Resources, inappropriate use of e-mail includes sending chain letters and excessive personal use.