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Good Practices for Managing E-mail

KB88 Last reviewed 27 November 2013
Tips, hints and recommended practices for managing the messages stored within your mail account.

All Calzada mail accounts are subject to a storage capacity limit in megabytes (MB). We do not presently impose a storage capacity based on the number of messages stored. The storage limit is defined by the quotas of your hosting plan.

Once a mail account has reached capacity, all subsequent messages will "bounce" or be returned to the sender until older messages are deleted or downloaded.

To avoid your mail accounts from reaching the storage capacity, there are some good practices you may employ to remove excess or unwanted messages.

Important Before deleting any message, please be aware of any legal or regulatory requirements you may be subject to with regard to mail archiving. Once a message is deleted from our servers, it cannot be recovered.

Empty your Trash or Deleted Items Folder

Messages within your trash or deleted items folder do count towards the storage capacity. Only once this folder has been emptied are the messages really deleted.

Empty your Junk or Spam folder

Spam messages placed within your junk or spam folder continue to take up space. To really get rid of these messages, they will need to be permanently deleted.

Caution: It's always a good idea to check the contents of your junk or spam folder regularly for false-positives. These are valid messages that have been incorrectly flagged as being spam.

Archive your Mail

Some e-mail clients,, like Outlook, offer an archiving facility. Archiving typically downloads and removes old messages from our servers and stores them on your computer in a separate mail store.

Caution: Typically, once a message has been archived, it is removed from our mail servers and so will no longer be accessible through Webmail or other devices.

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