Trimming Your Email Inbox
In my last post I forgot to mention one more limitation of emails and that is storage space.
While the email and its contents are virtual entities, the actual storage space is physical. Each email account on mail servers is given a quota (allocated size) for their email storage.
Now, your email programs like Outlook and Thunderbird simply connect to the accounts on the server and retrieve copies of the emails to your local machine.
When you get too many emails in your account that you come close to reaching your space limit, then your account rejects incoming emails. This is likened to a snail mail letter box overflowing.
To avoid this you have to trim your inbox. This basically means you delete unnecessary emails and only retain important ones. Before you start deleting, you should always back-up your emails (archiving) and then proceed with deletion. It would be easier to ask an IT officer from your office to show you how to do that.
Your quota can be increased to accommodate the large amounts of emails you have but you have to bear in mind that you may also be using the storage space for other applications as well. Anyway, this is usually done by the Systems Administrator.
Once again, keep your email inbox trim by deleting unnecessary emails and REMEMBER to always backup (archive) your emails.
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