Tips on Assigning Quotas

Quotas limit the amount of disk space an email account can use. The initial quota when you set up an account is 10 MB. This allocation can be increased or decreased for each email account up to the total disk space for the hosting account. For example, if the hosting account provides 100 MB total, it is possible to set the quota of of an email up to 100 MB. However, this could potentially leave no space for other email accounts and website storage because this one account could fill up all available space.

10 Email Accounts, 100 MB Quotas vs. 10 MB Quotas

If you created 10 email accounts on a hosting account that provides 100 MB, you could theoretically give each a quota of 100 MB. However, there is no way they could each store that much since there is only 100 MB total. In this case, once the combined amount is 100 MB, all accounts would receive a 'Quota Exceeded' error. So if one account stores 100 MB, all other email accounts would suffer. A better solution would be to give each account a 10 MB quota (or divide it up appropriately), so that when one account fills up, other accounts are unaffected. You can also upgrade the hosting account itself to more storage. 

Different Quotas for Different People

For an example of where quotas may benefit from being different, let's look at a business with different types of employees. A new junior office assistant could be allocated a small quota of say, 5 MB since most emails received are small, text based intra-office messages. Even if this employee reached their quota and stopped receiving emails nobody else would be affected as there would still be plenty of space on the server.

In the same office, a web designer would need a much larger quota (say 50 MB) since they might be receiving emails with large attachments such as images and video from clients. Much the same as the junior office assistant, we would not want to give the web designer an unlimited amount of quota space either because his/her large emails could use up all the disk space leaving none for anyone else.

A manager on the other hand might need somewhere in the middle since they don't regularly receive large emails. 20 MB may be more than enough for this employee.

Go Low as Possible

When assigning quotas, give email accounts enough for their regular day-to-day needs but never so much that if they accidentally filled it up that it would cause problems for others. Always allocate as low an amount as possible.


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