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Document Library Main Topic Kurt Tomicich 2005/02/15 Form Master Procedure

Subject: Mail database size Category: Software\ Lotus Notes\ Training / Instruction Version: Revision Date: 2005/02/28 Modified: 2008/12/11   Reviewers Originator Previous Current Future Kurt Tomicich Kurt Tomicich/KRT None None

When you are over your quota, you are not sending updates back to the server, even though it doesn't always notify you on the Replicator page.

Checking the size of your Mail Database

1. Right-click on your mail database and select Database\Properties
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2. In the Database Properties dialog box, click on the Info tab to see the current database size in the Disk space: field.
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3. If the Disk space: value is close to your maximum quota, compact the database (remove all unused space) to see the actual size of the database.
1. Typical mail database quotas are 30 MB (60 MB for managers) for Mail databases and 80 MB for Mail Archive databases
2. To see if compacting the database will do anything, click on the [% used] button
• The higher the % used is, the less wasted space there is in the database - there will probably be no change if you compact a database that is over 95% used. It works like this: If you have a 20 MB database that is 50% used, compacting the database will reclaim 10 MB of space and reduce the database size to 10 MB.
3. If it will significantly reduce the size of your database, click on the [Compact] button. It will take a few minutes to complete the Compact process, but you can continue working on other things. I usually recommend finding something else to do for 5 minutes and then going back to check it.
4. If you are at or approaching your quota, you should go through your email and delete any unnecessary items, then run the Archive agent by clicking on Archive/Archive Now from the Actions pull-down menu
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• Your Mail Archive database should already be set up for you. The Archive agent will evaluate all of your email and anything that has not been accessed for a predetermined length of time (default is 65 days, but we can adjust that for you) will be moved to your Archive database and, if there aren't any responses that don't meet the archive criteria, delete the documents from your mail database.

Recommendations for keeping the size of your mail database minimized:

1. If you don't need it, DON'T KEEP IT!
2. Detach files to the fileserver or your local hard drive, then delete the attachment from the email and save it.
• This retains your history in your email database without increasing the size of the database
• If it is an email that is sent to you, open the email and double-click anywhere on it to open the email for editing. Once you delete the attachment (I usually make a note in <pointy brackets> that I removed the attachment) click on the [Save and Close] button
• If it is an email that you sent, open the email and double-click anywhere on it to open the email for editing. Once you delete the attachment (I usually make a note in <pointy brackets> that I removed the attachment) just close it - you will be prompted for what you want to do with the changed document, select Save and Close and click [OK]
3. Remove attachments when you Forward or Reply-With-History unless the recipient needs the file. An email with a 2 MB attachment that is passed back and forth 4 times with the attachment in place takes 16 MB rather than the 2 MB that is actually necessary.
4. If you find yourself approaching your quota, sometimes it's a good idea to go into your database's All Documents view and click on the Size column header - this will sort all of the documents in your database by size, making it easier to seperate out and deal with the documents that contain large attachments.