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Mail Storage Quotas | Receiving Mail | Sending Mail | Deleting Mail
Mail Storage Quotas
Due to server capacity restrictions JCU enforces a mail quota of 100MB for Students and 250MB for Staff accounts. With Webmail you can view your total allocated storage quota and the amount currently used in the status bar at the top of the Mail page.
Figure 1. Mail Quota Status Bar
What messages count against my quota?
All your Webmail messages, including those in your Sent, Trash and Junk Mail folders count against your storage quota. The best way to not go over quota is to periodically delete messages in those folders. Additionally you can empty or compact your deleted mail to free up storage space.
What Happens if I go over quota?
As you approach your mail quota limit you will begin to receive warning emails. This is the time to go and delete some emails. Emails that arrive after you have reached your storage limit are delivered to your Inbox. Also, emails that would normally be redirected to subfolders are sent to your Inbox.
Be aware that the amount of disk space on the central mail servers is a finite resource. In the event that free space becomes an issue then IT&R can exercise its right to remove mail from users Inbox, Junk Mail and Trash folders as per the Email Quota and Purging Policy.
Receiving Mail
Click 
Check Mail in the mail toolbar to request the system to show you any new mail that may be waiting for you on the server. Click Mail in the Navigation Pane to get an update on all your mail folders. You can see how close you are to reaching your mail quota limit with the quota status bar 
above the mail toolbar.
Opening and Reading Messages
You can open a Webmail message (Figure 2) in any of the following ways:
- Click the From, Subject, Received, or Size link in your message list to view the message contents.
- In the Go to box underneath the message toolbar, enter a message number, and then click Go to.
- Select Prev/Next in the mail or message toolbar, to read the message before or after, the currently selected message.
Figure 2. Message Window (Message Toolbar at top above Message Headers)
When you are viewing a message in Webmail, you can use the 
Open button at the top of the message to open the message in a new window displaying the message contents and full message headers - this is in plain text, including any HTML code used.
Receiving Attachments
Attachments are files that may be included with email messages. If your message has a file attached, you will see the paperclip icon 
to the left of the senders name. Once you open the message you will see the attached file displayed by name below the body text of the email. Some attachments such as GIF image files or HTML files, usually display right in your message. Other attachments may need to be opened using the Open link found to the right of the attached files name. For such an attachment, you may have to pick a program to open the message; you can do this by right-clicking while holding the Shift key down, or, your browser may prompt you to pick a program from a list.
Whether or not your attachment displays in your message, there is always an Open link at the bottom for each attachment. This is so you can open the attachment separately from your message and save it.
Printing Messages
To print a message, click the 
Print button in the message toolbar of an open message to open your browser’s Print dialog box. With some browsers you may need to right-click and open the message in a new window first. For help on using your browser’s Print dialog box, see your browser’s online Help.
Sending Mail
To compose and send a message to someone with a valid email address, using either plain text or HTML follow the steps below:
- Click
New in the mail toolbar; or, from an open message, click on any From or To address. A compose pop-up window will appear which will allow you to address and create your message and attach any files if necessary. The compose window has these options:
Send: Closes the window and sends the message.
Save Draft: Closes the window and saves the message to your Drafts folder.
Expand: Displays the full address of any nickname or contact group entries.
Spelling: Replaces the compose window with the Spelling window with the message text
Plain Text or HTML Text: Changes the Compose window from an HTML compose to a Plain Text compose, or vice versa. Enable either the Plain Text Compose or HTML Compose default on your Options > Mail > Settings page. - Enter the email address of the person you wish to send the message to in the To: Field of your compose window, use a fully qualified email address (for example, firstname.lastname@jcu.edu.au), or a nickname as set in your Contacts list. Remember to separate multiple addresses with commas(,) your message is not sent if you use semi-colons (;) to separate addresses.
- Type your message in the large white text box. You can check it for spelling errors by clicking the Spelling icon on the Compose Window toolbar.
- Attach any files to the email if required. See below for more detailed instructions on Sending Attachments.
- Click on the Send icon to send the message along with any attachments to the listed recipients. Click on the Save Draft icon to save the message to your Draft folder for you to work on later.
To cancel a composition that you don't wish to send or save, simply click 
Cancel. The Compose window goes away, no copy of the draft is saved.
Sending Attachments
To attach a file to a message follow these steps from a new message composition window.
- In the Attachment area, click Browse. A Choose File dialog box will appears.
- Navigate to the location of the file that you want to attach. Select the file and then click Open. The file path will appear in the attachments field of the message, click the Add button to link the attachment to the message.
- Repeat for each attachment (You can add more than one attachment to a message, but they must be added one at a time). A link for the attachment will display, along with a Delete icon
next to it. Click the delete icon if you need to delete the attachment. - Click Send to send the message with the file(s) attached.
Forwarding Attachments
There are two ways that you can forward an attachment:
- Clicking
Forward in a message view opens the Compose window with the original message and attachment displayed below it (not “inline”); you cannot edit the original message. - Clicking the Forward menu icon
and choosing Forward Inline opens the Compose window with the original message displayed. Although you can edit the original message, you cannot forward attachments. In order to forward an attachment and edit the original message, you must first save the attachment to a directory, then click the Forward menu icon and choose Forward Inline from the message window, make your edits, and re-add the attachment to the message.
Deleting Mail
When you are close to reaching your quota limit (check the status bar at top ), you must start deleting messages. Before you begin deleting messages, go to the Options > Mail > Settings page and decide whether or not you want to use the Delete to Trash feature. If you choose to set this option to No the Empty Trash menu item in the Delete menu is replaced with a Compact menu option. Messages you delete are marked with the Deleted icon 
and stay accessible in your folder until you click the Delete menu icon and then the Compact menu item.
Delete using Trash
To delete messages using the Delete to Trash option, follow these steps (You must have enabled the Delete to Trash feature in your Options > Mail > Settings before this option is available):
- In your message list, select the messages you want to delete and click the Delete icon. The messages are moved to your Trash folder. If you later decide you wish to keep these messages you can go to your Trash Folder and move these messages back to another folder.
- In the Mail toolbar, click the Delete menu icon and then select the Empty Trash option to permanently delete all the mail currently in your Trash folder.
Delete using Compact
To delete messages without using the Delete to Trash option, follow these steps (you must have the Delete to Trash feature disabled in your Options > Mail > Settings):
- In your message list, select the messages you want to delete and click the Delete button. The Deleted icon appears next to the messages. To undelete messages you want to keep, select those messages and choose Undelete from the Mark menu; the Deleted icon goes away from those messages.
- In the Mail toolbar, click the Delete menu icon and then choose the Compact menu option. Any messages marked with the Deleted icon are permanently deleted.
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