Knowledgebase

Server/webmail inbox is full

If you find that your inbox on the email server is no longer accepting messages and senders are getting a 'recipients mailbox is full' message, you will need to remove some messages to allow new messages to arrive. The best way to do this is to set up a POP3 email client like Outlook to download your messages and set the "Leave mail on server" setting for only a week or less. The POP3 client will then automatically delete any messages on the server older than the time you specified in this setting, subsequently making room for new messages. Below is an overview of this process. For info on settings browse to http://www.interactivevillages.com/support-info/setting-up-pop3-and-smtp
 
Q: How is my mail normally delivered and downloaded? 
 
A: If you are using a POP3 mail program and server, your mail is initially delivered to the mail server. The server is up, running and on the Internet all the time so mail can always be delivered to it. Periodically your mail program (or "mail client") connects to the mail server, downloads messages to your computer, and then removes those messages from the server.
 
Q: What is "leave mail on server"? 
 
A: Most mail programs allow you skip the last step of deleting the mail from the server. This allows you to leave it on the server and pick it up from the server several times in several places. For example you can pick up the same email from computers at home and at work. Leave mail on server is often abbreviated as LMOS.
 
Q: How do I turn on "leave mail on server"? 
 
A: It depends on the mail program you are using. Most mail programs have a check box that turns this feature on. It is usually associated with the Options or Settings for the incoming mail server. Some times it's in the advanced section. Some mail programs just let you specify how many days to leave the mail on the server. If it is 0 then the feature is turned off. Be sure you turn it on for all mail programs on computers that you check mail from. If not, one will keep deleting the mail and the others will only get mail if they get it before the other deletes it. Browse to http://www.worldstart.com/tips/tips.php/537 for some guideline on settings.
 
Q: What does "delete from server after deleted," or "after trash is emptied" mean?
 
A: When you read and delete a message some mail programs delete it right away, others put it in the trash. When you empty the trash it is removed permanently. If you check mail after you have emptied the trash, many mail programs will remove items emptied from the trash from the server as well (if they were still on the server). This is an excellent way to avoid reading mail twice. You check mail and download new messages at one location, read them, delete them and empty the trash. Then you check mail again. The second check removes the messages from the server so they won't be downloaded a second time at some other location.
 
Q: What about access to other mailboxes and mail folders that I have?
 
A: POP3 servers only handle one mailbox, your inbox. There is no way to access, or arrange access to other mailboxes.
 
Q: What about IMAP?
 
A: IMAP was invented to solve the problem of multiple access to your email, as well as a number of other problems. If you use IMAP you can often avoid having to read you mail several times. The problem with IMAP is that it is not nearly as widely supported as POP because it is more complicated, and because it often users more server resources. You can create a folder in your local email client application, then move old messages from your IMAP folder into your newly created local folder. This will remove them from the server and lower your disk capacity usage. 
 
If you find that your inbox on the email server is no longer accepting messages and senders are getting a 'recipients mailbox is full' message, you will need to remove some messages to allow new messages to arrive. The best way to do this is to set up a POP3 email client like Outlook to download your messages and set the "Leave mail on server" setting for only a week or less. The POP3 client will then automatically delete any messages on the server older than the time you specified in this setting, subsequently making room for new messages. Below is an overview of this process. 

Q: How is my mail normally delivered and downloaded? 

A: If you are using a POP3 mail program and server, your mail is initially delivered to the mail server. The server is up, running and on the Internet all the time so mail can always be delivered to it. Periodically your mail program (or "mail client") connects to the mail server, downloads messages to your computer, and then removes those messages from the server.

Q: What is "leave mail on server"? 

A: Most mail programs allow you skip the last step of deleting the mail from the server. This allows you to leave it on the server and pick it up from the server several times in several places. For example you can pick up the same email from computers at home and at work. Leave mail on server is often abbreviated as LMOS.

Q: How do I turn on "leave mail on server"? 

A: It depends on the mail program you are using. Most mail programs have a check box that turns this feature on. It is usually associated with the Options or Settings for the incoming mail server. Some times it's in the advanced section. Some mail programs just let you specify how many days to leave the mail on the server. If it is 0 then the feature is turned off. Be sure you turn it on for all mail programs on computers that you check mail from. If not, one will keep deleting the mail and the others will only get mail if they get it before the other deletes it. Browse to http://www.worldstart.com/tips/tips.php/537 for some guideline on settings.

Q: What does "delete from server after deleted," or "after trash is emptied" mean?

A: When you read and delete a message some mail programs delete it right away, others put it in the trash. When you empty the trash it is removed permanently. If you check mail after you have emptied the trash, many mail programs will remove items emptied from the trash from the server as well (if they were still on the server). This is an excellent way to avoid reading mail twice. You check mail and download new messages at one location, read them, delete them and empty the trash. Then you check mail again. The second check removes the messages from the server so they won't be downloaded a second time at some other location.

Q: What about access to other mailboxes and mail folders that I have?

A: POP3 servers only handle one mailbox, your inbox. There is no way to access, or arrange access to other mailboxes.

Q: What about IMAP?

A: IMAP was invented to solve the problem of multiple access to your email, as well as a number of other problems. If you use IMAP you can often avoid having to read you mail several times. The problem with IMAP is that it is not nearly as widely supported as POP because it is more complicated, and because it often users more server resources. ISP's and MIS departments may be reluctant to deploy it because of this.

Was this answer helpful?

Add to Favourites Add to Favourites

Print this Article Print this Article

Also Read
Email Setup Information (Views: 1040)

Powered by WHMCompleteSolution

Language:

Quick Navigation

Client Login

Email

Password

Remember Me

Search