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Regional Computing Centre (RRZK)

Congested mailbox of student accounts

The storage space for all e-mails in all e-mail folders (quota) of a student account is limited to a total of 2 GB. If this limit is exceeded, you will not be able to receive new e-mails. Theoretically, you will still be able to send e-mails after exceeding this limit, but sent e-mails will not be saved in the “Sent” folder of your account. Incoming e-mails will be buffered in a queue for up to five days after the date of exceedance. You will receive an e-mail with further details.

Clear storage

In order to clear storage, delete non-essential messages if you have exceeded the quota. We recommend focusing on e-mails with large attachments, which occupy most storage.

  1. Click on the column heading „Size“ to arrange your e-mails in order of their size.
  2. At the end (or the beginning, depending on the sorting order) of the list, you will find e-mails with large attachments.
  3. You can return to chronological order by clicking on the column heading “Date”.

If you use Webmail on a mobile device (smartphone, tablet), a modified user interface with fewer adjustment options usually appears. Therefore, we recommand to use a “normal” computer to clean up your emails. Alternatively, you may choose dynamic mode on the login screen when logging into Webmail from a mobile device (please beware that dynamic mode is difficult to use on touchscreens).

Deactivate trash mailbox

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If you see a trash symbol in the folder list, click on

  1. the gearwheel symbol
  2. Preferences
  3. and Mail.
  4. Choose “Deleting and Removing Messages” in the window that opens now. Un-tick the box next to “Move deleted messages to your Trash mailbox instead of marking them as deleted in the current mailbox?”
  5. Confirm your modifications with “Save”.

Delete E-Mails

expand: [This content is not available in "Englisch" yet] Bildschirmfoto zum Markieren von E-Mails
Beware when ticking the box to mark all e-mails! It will check all e-mails without exception, including e-mails not currently displayed on screen.

Choose now the e-mails that you wish to delete by ticking the box next to the individual messages. Beware when ticking the box in the column heading: You will mark all e-mails in the folder, including e-mails not displayed on the screen window. We recommend avoiding this option since you can delete all e-mails in the selected folder.

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Mark the messages and click on “Delete”. The selected e-mails will be marked for deletion (grey, strike trough, trashcan symbol), but are still available. If required, you can restore single messages (click the right mouse button on the e-mail and select “Undelete” in the context menu).

In order to clear storage by permanently deleting e-mails previously marked for deletion, click on the menu “Other” above on the right hand side.

Select “Purge Deleted” and the marked e-mails will be deleted permanently.

If you have freed a sufficient amout of storage space, you will be able to receive new e-mails. E-mails queued for delivery to your inbox will be served within 15 minutes. Please check if sufficient storage is available for the incoming batch of e-mails.

Note: E-mail messages in the shared folder “betrieb-aktuell” cannot be deleted. These e-mails are for your information about ongoing maintenance work. They do not occupy any of your storage space. You can mark these e-mails as read for more clarity (right click on the folder and “Mark all as — Seen”).

Contact
If you have any questions or problems, please contact the RRZK-Helpdesk