Picture of mobile phone showing an email icon

Microsoft 365 Mailbox Quota – Check Your Usage

What is the Quota?

When we sign-up and first use Office 365, Exchange Online, and other MS Office 365 products we get in, start working and are usually unaware that there is a limited amount of storage. That’s because these services are cloud-based and Microsoft limits the maximum amount of storage based on the type of license you have.

You can refer to the below image to know the storage limit based on the mailbox type and license. 

MS-Office 365 Limit chart

Shared mailboxes do not require licenses until their mailbox size exceeds 50 GB. To increase the mailbox size from 50 GB to 100 GB, you must assign an Exchange Online Plan 2 license. 

So, how do I check how much space I have, and make more available space?

Besides upgrading your MS Office 365 plan (which can get costly), you can use the guides below based on the ways you use Outlook for your email.

If you use Microsoft Outlook online you can follow this guide

If you use the Microsoft Outlook desktop application use this guide

Using Outlook Desktop to check and clear free space

With Outlook desktop open, select the file menu:

Outlook Desktop Menu

Next, locate this area on the ‘File’ page:

Outlook desktop File page

This will show you how much free space you have, using the “Tools” button will give you options on freeing up space.

Using Outlook online to check and free up space

After you’ve logged in to your Exchange Online account and have it open, select the gear icon in the upper right corner:

Exchange Online Snip Showing Gear Icon

After you have selected the “Gear” icon a fly-out menu will be displayed, select “View All Outlook Settings”:

Exchange online showing settings menu

That will open the complete page of settings, select the “General” link:

Outlook online Settings Menu

When the General settings are shown, select “Storage”:

General Settings Menu

On the “Storage” page you will see your storage usage and have selections to free up available storage:

Exchange online showing the storage settings

Last word about quota and storage

Quota and checking free storage space is not a daily task, but knowing about it and knowing ways to manage it will prevent you from receiving errors and being unable to send and receive until you clear some space.

If you need help with your IT needs or have a question drop me a line, or hire me. Call 972.571.4808 I’m happy to help.