When you first install Microsoft Exchange Server, users have unlimited storage quotas by default. This presents several risks to the users on the same exchange server. To prevent these risks, consider setting a business policy on mailbox storage limits. Base this on user needs, departments, and position. Here are some of the identified risks:
Risks:
· Application errors and/or poor performance due to over utilized disk sub-system
· Application Failure as a result of low percentage of available free disk space
· Local Outlook client performance problems due to inflated mailbox sizes
· Recovery time efforts are extended
· Client side search abilities become more difficult due to an inflated local PST and/ or OST
Considerations:
· Create a mail store structure, which includes different types of users. (I.E. Basic, Standard, Extended, or Extreme Users)
· Create multiple mail stores and define different quotas for each mail store based on the types of users homed to that mail store (See point before this one)
· Create Quota Policies with these considerations:
o Issue Warning: When a user’s mailbox reaches a specified size, they are notified that they are over their quota. In Microsoft Outlook 2002 and later, users can run the Mailbox Cleanup Wizard (available from the Tools menu) to help clean out their mailboxes.
o Prohibit Send: When a user’s mailbox reaches a specified size, that user no longer can send mail.
o Prohibit send and receive: When a user’s mailbox reaches a specified size, that user no longer can send or receive mail. Other users who send mail to that user are notified that their message could not be delivered.
· Educate users on the best ways to maintain an organized mailbox and avoid using it as a file storage (Maintaining Deleted and Sent items will go a long way)
· Find other means to send large attachments or cleanup mail items that contain large attachments.
