Q

How can I notify a user of a full mailbox and prevent them sending mail in Outlook 2003?

Is there a way in Outlook 2003 (like Outlook 2000) to prompt a user that their mailbox is full and prevent them from sending mail?
What you're asking is really an Exchange question, not an Outlook question. Within the Exchange server just set a mailbox quota on the user's mailbox. You can configure the following three quotas:
  1. Issue warning -- sends a warning to the user during Exchange server's nightly system maintenance interval informing them that they have exceeded the warning threshold and need to clean up their mail
  2. Prohibit send -- blocks the user from sending mail when this threshold is exceeded
  3. Prohibit send and receive -- blocks the user from both sending and receiving mail.
As an example, you could set the following:
  1. Issue warning -- 50 MB
  2. Prohibit send -- 60 MB
  3. Prohibit send and receive -- 150 MB
While most of this is self-explanatory, note that I have not left the Prohibit send and receive quota blank (which many companies do). It's actually a best practice to set this to a high number (i.e., double or triple the Prohibit send limit) so that it doesn't kick in under normal circumstances, BUT so that the mailbox gets shut down if you get a mail loop going involving that mailbox. With no Prohibit send and receive limit set, a mail loop could fill your server hard drive and shut down all the mailboxes hosted on that drive, which isn't a good thing.

Hope that helps!

This was first published in July 2005

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