Important: Managing Your RSI Email Storage

DreamHost has implemented a mailbox storage limit of 25 GB per user. Most users should be fine, but larger inboxes with many attachments can eventually reach this limit.

What happens if your mailbox is full?

If your mailbox exceeds the storage limit, new emails will not be delivered and may bounce back to the sender. To avoid this, users should regularly review and reduce mailbox usage.

Recommended ways to reduce mailbox storage

• Save large attachments to your computer and then remove the email if it is no longer needed in Outlook.
• Delete unnecessary emails from your Inbox, Sent Items, and Deleted Items folders.
• Export older emails to a local Outlook data file (.PST) to free up server storage while still keeping access to your messages.
• Empty your Deleted Items folder regularly, as those emails may still count toward storage usage until removed.

Guide: Save individual emails in Outlook

1. Open Outlook.
2. Select the email you want to save.
3. Click File → Save As.
4. Choose a location on your computer.
5. Save the email as an Outlook Message Format (.msg) file.

Guide: Export multiple emails to a PST file

This is the recommended method for archiving larger amounts of email locally.

1. Open Outlook.
2. Click File.
3. Select Open & Export.
4. Click Import/Export.
5. Choose Export to a file, then click Next.
6. Select Outlook Data File (.pst).
7. Choose the folder you want to archive, such as Inbox or Sent Items.
8. Choose where to save the file on your computer.
9. Click Finish.

Optional: Should you switch to POP3?

Most email accounts are set up using IMAP, which keeps messages stored on the mail server and synced across multiple devices.

POP3 works differently. It downloads messages to the user’s computer, which can help reduce server storage usage. In many cases, POP3 can be configured to remove emails from the server after download.

Important: POP3 is not ideal for users who check email on multiple devices, since messages are primarily stored locally and may not sync the same way across computers, phones, and tablets.

Guide: Set up POP3 in Outlook

1. Open Outlook.
2. Click File → Account Settings → Account Settings.
3. Click New to add an account, or create a new profile if preferred.
4. Choose Manual setup or additional server types.
5. Select POP or IMAP.
6. Enter your name, email address, and choose POP3 as the account type.
7. Use the mail server settings shown below.
8. Click More Settings and confirm the outgoing server requires authentication.
9. Save the settings and test the account.

Need help?

If you have questions about your mailbox size, archiving emails, or switching Outlook to POP3, please contact Dustan for assistance.