MANAGING DISK SPACE
The following information is being provided to help you manage the size of your Lotus Notes mailbox, which will improve functionality of your mail account.
Use the Reply Without Attachment and Forward Without Attachment Features
Email attachments are the largest consumer of space in your mailbox. When you receive an e-mail that has an attachment, Lotus Notes provides the option of Replying to or Forwarding that message without the attachment.
- To Reply Without Attachment
With the message open, click on either the Reply or the Reply To All action button and select the choice Reply Without Attachment (s). This will send a reply with history minus the attachment and display a message indicating that a file attachment has been removed. - To Forward Without Attachment
With the message open, click on the Forward action button and select the choice Forward Without Attachment (s). This will forward the original message, minus the attachment, and display a message indicating that a file attachment has been removed.
Clean Out Your Sent Mail File On a Regular Basis
If you have your mailbox options set to always keep a copy of sent mail, it is suggested that you regularly review the contents of your sent mail for messages that you no longer need and delete those messages.
Clean Our Your Junk Mail Folder On a Regular Basis
If you are using the Block Mail from Sender feature (or a Mail Rule) to have specific e-mails sent to your Junk Mail folder (or other designated folder), review and delete the contents of those folders on a regular basis.
Change the Soft Delete Setting on Your Trash Folder or Manually Empty the Trash
Lotus Notes uses a soft delete feature that, by default, stores deleted messages in your Trash folder for 48 hours before permanently deleting the messages. You may change the soft delete setting to a shorter time frame:
- From your InBox view, click Tools > Preferences
- Click the Mail tab
- Click the Basics tab
- In the text box for Soft Delete expire time in hours:, change the setting to your preferred expire time
- Click OK
- To manually empty your trash, open your Trash view, and then click Empty Trash.
Additional Tips
Archive your mail every 180 days. Download instructions for archiving. Try sorting your All Documents or any of your personal folders by size and delete any old or unneeded mail at the top of the list (largest ones). By sorting from largest to smallest, you do not need to delete as many mail messages to make a significant reduction in your mailbox size.