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  • Quotas and Managing Your Email

As of July 1, 2009, University policy requires that each faculty and staff member be limited to 1 gigabyte of storage space on the Mirapoint email server. The 1 gigabyte limit includes individual inboxes and all email folders on the email server.  Webmail (https://sumail.suffolk.edu/) displays a capacity indicator bar which will allow you to see how much space you are using.

Deleting Email Messages

The best way to bring and keep your email storage uses within the 1 gigabyte quota is to identify which messages can be deleted.  Email should be regarded as a conduit for communication rather than a storage system.  The more messages you delete, the more space you will have to keep messages that you truly need to save on the email server.  Here are some tips tips to help you identify messages to delete, and to help you with the deletion process.

  • View messages by size.  Most users usually view messages by date, with the most recent messages listed first.  If you view by size, you will likely discover many messages that include attached files.  You can save the attached files to your hard drive or network folder if you desire and then delete these messages.  Files saved on the network will be accessible from off campus via VPN.
  • Outlook users can view large messages in multiple folders in a single view by expanding the Search Folders node below the list of folders that you’ve created on the server. You will see a "Large Mail" folder which will display messages larger than 100 Kb across all folders.
  • View messages by date received, oldest first.  If you view messages so that the oldest message appears first, you may find a number of messages that you no longer need.
  • View messages by subject.  If  view messages by subject, you may find a large number of messages on one topic.  If all of the previous messages were included in each reply, you should only need to save the last message to preserve the entire thread.
  • View messages by sender.  If you regularly receive email from vendors or an email list, this will  group them together so that you can select and delete them.
  • Check your “Sent Mail” folder for messages.  Use the above tips on your Sent Mail folder.  Be sure that you are looking at the Sent Mail folder on the server which can be viewed by logging into https://sumail.suffolk.edu/, as many email clients are configured to save sent mail locally. 
  • If you are using Microsoft Outlook, you may need to purge deleted messages.  Depending on your settings, Outlook may not remove deleted messages until they are purged.  To make sure all of your deleted messages are purged, select the Edit menu and then select Purge.  If you have multiple folders, you will then be prompted to select the current folder, or all folders in your account.  Once you make your selection, you’ll have the opportunity to confirm that you really want to purge your messages before they are removed.  Confirm by clicking OK.
  • Keep in mind that if you delete large amounts of email at a time, purging as mentioned above or emptying trash manually in Webmail may take a while, during which your email client will not be available for other operations.  For this reason, you may wish to delete smaller batches of email at a time, then purge/empty.
  • Please see our additional tips on deleting messages from Webmail.

 

Moving Messages Off the Mirapoint Email Server

There may be email messages that you need to keep, but that you don’t need access to 24x7, from any location.  If you need to reduce your server space usage even after deleting messages as described above, these messages can be moved off of the email server.  The links below provide instructions for doing this with various email clients.  Note that messages moved off the server are not accessible via Webmail.  

 

If you have any questions, please contact the Help Desk (617-557-2000, helpdesk@suffolk.edu) or your Academic Technology Office.