Welcome to the Beyond Indigo Help Desk

Help! My Email account is full!

How Do You Know Your Mailbox Is Full?

If you currently have an email account with Beyond Indigo it's important to make sure you are staying within the quota limits of the mail server.  Most mailboxes come with 5MB of space.  If you are getting close to exceeding that quota you'll get a warning from our mail server.

It might look something like this:

“Re: Mailbox Size Warning . The mailbox you@domain.com is almost full. You should remove some emails as soon as possible to prevent losing any future mail…”
Or
Someone who sent you an email might call to tell you that they got back an email like: “Subject: Mail delivery failed: returning message to sender. … The following address(es) failed: ”

Or  you’ve stop receiving emails (but are still able to send them – try sending your self an email to test).

Or Internal server error 500 user is over quota

If this is the case, your mailbox is full.  You can clear out your mailbox by following the tips below, or you can submit a Help Desk request to increase your mailbox.  Learning how to clear out your mailbox will ensure that this problem does not happen again.

Here are some tips that can help you clean up your mail and ensure that you are actually emptying your trash mail/junk mail properly.

Clearing Messages off the Server to get your Email Working Again.

Microsoft Outlook or Live Mail.

    1. Access the account settings. 
      Outlook 2007 and older: Mouse over Tools in the main navigation bar and click on accounts.
      Check that the account Type (under server information) is POP3.
      Outlook 2010 and later: Choose File in the top left corner. Click on the ‘Account settings’ box in the center and then click on the ‘Account Settings: Add or remove accounts or change existing accounts’ box that appears. Check that the account Type (under server information) is POP3.
      Click on the ‘more settings’ button (in the bottom right of the pop up box).
      Live Mail: Mouse over Tools in the main menu bar and click on accounts. Double click  on the account that is full.
    2. Click on the server tab.
    3. Click on the Advanced Tab.
      Uncheck “Leave a copy of messages on the server”.
    4. Close out of the “email setting” box and close out of the “change email account” box.
    5. In the main mail section of Outlook click “Send Receive”. This will download any messages to your computer and clear them off the server.
      It can take several hours for backed up emails to get thru as they work their way thru the mail queue.
    6. Send a test mail to yourself to make sure you receive it. If you are still having trouble you can try using webmail to delete messages directly or contact your system administrator.
    7. Reset your mail client
      Go back to the advanced tab the same way you did previously.
      Under the advanced tab, check the box “Leave a copy of messages on the server” .
    8. Select the tab to Remove from server after a few days to give your computer time to back up and/or to get the messages onto other computers.
    9. Select the tab  “remove from server when deleted from ‘deleted items’.
      Explanation: Many times emails fill up because of a few emails with huge attachments such as pictures, proposals or videos. By saving these files (if you want them) to somewhere else in your computer such as documents or desktop and then deleting the emails and emptying the deleted folder in your mail client you will minimize the chance of ever having a full mailbox.

Mail on Mac OS

    1. Open Mail then click on the Mail menu at the top left of your screen and select Preferences.
    2. Click on the Accounts icon at the top of the window.
    3. In the “Accounts” window, click on the newly created Account listed on the left, then “Advanced”. (Mail Menu->Preferences->Accounts) .
    4. Click the ‘Remove Now’ button.
    5. If you want to eliminate this problem change “Remove Copy from server after retrieving a message” to “Right away”.If you check your mail from more than one computer and/or a mobile device follow the directions above and change the drop menu menu under “Remove Copy from server after retrieving a message:” to “After one day”.
      Click the red close bubble button at the top left of the Accounts window to close it.
      It can take several hours for backed up emails to get thru as they work their way thru the mail queue.
    6. Send a test mail to yourself to make sure you receive it.
    7. If you are still having trouble you can try using webmail to delete messages directly or contact your system administrator.

You can also access your email account through the Browser interface (Webmail) and clear up any messages using that interface.

If you are continually having issues with mailbox space, you can always request more space if it is necessary.  To do this, you can submit a Help Desk ticket to request more mailbox space.

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