How to check mailbox size in Exchange Server
Mailboxes act as repository of objects like emails, contacts, calendar items and so on. It is important to monitor the mailbox size, so that you can stay informed about quota utilization or violation, and decide when to archive or delete relevant data to free up storage space, and ensure that users send and receive emails without any interruption.
In Microsoft Exchange Server, you can check the mailbox size individually for every mailbox, under the General tab and in Exchange Online the same can be viewed under the Mailbox usage tab. Besides, you can also use PowerShell scripts to configure and monitor message size settings. In case you run a huge organization with thousands of mailboxes it can be time consuming and tedious to monitor all the mailboxes' sizes individually.
Mailbox Size Reports in Exchange Reporter Plus
Exchange Reporter Plus offers a number of pre-configured mailbox storage specific reports, to view details such as the mailbox size, its growth, the quotas, used up space, archive space available, and more. These information help you to plan the available database space wisely.
Exchange Server mailbox size reports:
1. Mailbox Size
Shows the size of mailboxes at the time of report generation.
2. Mailbox Size Growth
Shows the growth rate of the mailboxes over a period of time.
3. Mailbox Size Restrictions
4. Mailbox Size by OU
6. Server based Mailbox Growth
Shows the growth rate of mailboxes for all mailbox servers.
8. Archive Mailbox Size
Shows the available new mailbox space in each database. These new mailbox spaces arise when some mailboxes or mailbox contents are purged.
Steps to generate the mailbox size reports for Exchange Server:
1. Go to Reporting tab on the top pane.
2. Navigate to Exchange Server > Mailboxes tab.
3. Choose a report from the set of Size Reports available.
4. Select the Organization for which you want to generate the report, from the drop down.
5. When prompted to create a new task to generate these reports, select click here to task schedule.
6. Enter a suitable Schedule Name and Description.
7. Choose the Gathering Task Name as Mailbox account properties.
8. Set the Schedule Frequency and time for generating the report.
9. Click on Create.
These reports, once scheduled will be generated regularly as per the time set and be mailed to the stakeholders regularly.
Exchange Online mailbox size reports:
1. Mailbox Size
Shows the size of mailboxes on a particular date.
2. Mailbox Size Restrictions
Lists all the mailbox size restrictions such as issue warning at, prohibit send at and prohibit send and receive at limits set for your Exchange Online mailboxes.
3. Current Mailbox Size vs Quota
Compares the mailbox quota size and the actual size.
4. Archive Mailbox Sizes
Shows the size of all archive enabled mailboxes.
5. Mailbox Size Changes
Shows all the mailbox size change activities carried out by the admin during the given period of time.
6. Shared Mailbox Size
Lists the size of all the shared mailbox in your Office 365 tenant.
Steps to generate the mailbox size reports for Exchange Online:
1. Go to Reporting tab on the top pane.
2. Navigate to Exchange Online > Exchange Online > Mailbox Reports > Size Reports.
Note:
Mailbox Size Changes Report is available under Exchange Online > Other Services > Security Reports > Admin Activities Reports.
Shared Mailbox Size Report is available under Exchange Online > Exchange Online > Other Exchange Reports > Shared Mailbox Reports.
3. Choose a report from the set of reports available.
4. Enter the name of the Office 365 tenant.
5. Enter the other inputs required such as Mailbox Name, Size Restrictions, Period of report or Domain name.
