- Set quota for your email users. This is to ensure fair usage for all users and to avoid one user from hogging all the space storage which can affect every users in the company. Make sure the total quota you set doesn't exceed the space for the hosting plan. 250MB per user is usually sufficient for most users because your users will be using email software in their own PC via POP3.
- Install and use email software because the storage for your hosting account and mailbox is limited. If you simply rely on webmail alone, sooner or later you will use up the allocated space quota. When that happen, new emails will be bounced back to the senders. Only use webmail when you don't have access to your computer such as when you want to check/send mail when you are at home or at outstation. You can choose any email softwares you are familiar with, otherwise we suggest Outlook or eM Client.
- Use only POP3 in your email software. Once you have installed your preferred email software in your main computer, you need to setup the email account in the software. Remember to use POP3 only for your setup. POP3 will download all the message in your webmail inbox to your computer, thus clearing the space usage in the server. If you use IMAP, the messages are not downloaded to your computer. It simply "sync" the messages between your computer and server.
If you wish to use multiple devices to check your email without breaking the space quota, please refer to Suggestion for email usage on multiple devices without breaking the space quota.
