It is convenient to send images and documents via email or share them using a file share. However, email size limits (typically 20 MBytes) keep you from sharing large documents. It is important to note that most doucments can be compressed to a smaller size without loosing content and quality.
Continue reading How can I compress images and documents so the files are small enough to email?
If you use IMAP or webmail as your email client and you do NOT regularly delete emails from your account, your mailbox can get full and incoming emails be rejected into your mailbox. We recommend you use the “Automatic Archiving” settings in PSMail to regularly archive old messages. When you are logged into PSMail, you can go to “Manage Account” and then to “Archive Settings.” You will see two settings for archiving, one for archiving large messages that come into your mailbox and another to automatically archive messages that have been in your inbox for a specified number of days (we recommend 720 days). The automatic archiver runs once every week to check for emails in your Inbox that are older than 720 days and moves them to your archive. Once the email is in the archives, it is accessible for 30 days. After 30 days these messages are automatically deleted.
Continue reading How do I archive old emails (and access them once I’ve done so)?
When you receive a very large email (over 5 MB, for example), the process to download it can take a long time, especially if your Internet connection is slow. Aside from forcing you to wait to read the message, this can cause problems with your inbox as it clogs things up and monopolizes your computer’s attention. Occasionally, your inbox can even freeze, locking up the downloading process and forcing you to start again. In order to address this, PSMail introduced archiving, an option where a large message intended for you can be saved on our system and accessed directly through a link. This prevents the long download times and protects your inbox from a large message that could take up an inordinate amount of space. Continue reading What is archived email and how can I access it?
Managing your email quota is essential to ensure you can continue sending and receiving messages without interruption. This guide explains practical steps for both IMAP users (such as Outlook) and webmail users to help keep your mailbox size under control.
Every email account has a storage limit (quota). When your mailbox exceeds this limit, you may stop receiving new emails or encounter sending issues. To avoid this, it’s best to regularly clean up or move emails and keep your usage below 75% of your total quota.
When using IMAP, your emails are stored on the mail server. Simply organizing messages into folders within your mailbox does not reduce your quota usage. To free up space, you need to move emails to local folders stored on your computer.
You’ll now see your new folder under Personal Folders, separate from your IMAP folders (which are stored on the server).
Tip: IMAP folders are typically listed under your mail server (e.g., mail.psmail.net), while local folders appear under “Personal Folders.”
To reduce server usage:
Once moved, these emails are stored on your computer and no longer count toward your quota.
If you access email through webmail, you can manage your quota directly from the browser.
"Size:>1000000" This finds emails larger than 10 MB. Learn more about SearchIf you want to keep emails on the server without affecting your quota:
Archived emails:
Regular monitoring helps prevent issues.
You’ll see a usage bar indicating how much of your quota is used.
Best practice: Keep your usage below 75% to avoid disruptions.
By following these steps, you can keep your mailbox organized, efficient, and well within quota limits.
At PSMail we aim high to provide secure communications service with the most features. Read about our email account specifications for your PSMailBox.