How to manage quotas on Exchange and Office 365?

Collecting information on mailbox characteristics and quotas is critical for IT administrators, as it is a way for them to have a clear understanding on how their environment functions. Managing Exchange On-premises with many mailboxes can represent a big challenge for IT administrators and even more when they also are online. With GSX Solutions, you can automate this task to ease the life of IT admins.

This automation gathers information onto a pre-set report that can easily be transcribed to an Excel spreadsheet and then enable to sort, graph or calculate what’s necessary for critical capacity information.

GSX Monitor & Analyzer main features

Scanning data on Mailbox characteristics

Mailbox characteristics Spot Check Report benefits

Manage quotas, mailboxes and usage

With Mailboxes Reports, managing mailbox quotas On-premises and Online will no longer be a daunting task for Exchange administrators.

scr mailboxes

Scanning the Data on Mailbox Characteristics

Using the standard configuration in the pre-defined reports will help you be up and running in just a few clicks. All the configurations can be customized by local site or at the organization level, depending on the administrator’s needs.

After Exchange monitoring (On-premises, Hybrid or Online) has been configured, you can create Spot Check Reports configurations to retrieve detailed information about mailboxes, such as:

  • Name associated to the mailbox
  • Display name
  • Alias that can be configured for each mailbox
  • SMTP Address (email address)
  • Country, City, Company
  • Active Directory site: group of objects that belongs to the AD site
  • Server name for the active database
  • Database Name
  • Type of mailbox:
    • User (a mailbox that's assigned to an individual user in your Exchange organization)
    • Room (a resource mailbox that's assigned to a meeting location, such as a conference room, auditorium, or training room)
    • Equipment (a resource mailbox that's assigned to a non-location specific resource)
    • Shared mailbox (a mailbox that's not primarily associated with a single user and is generally configured to allow logon access for multiple users)
    • Linked Mailbox (a mailbox that's assigned to an individual user in a separate, trusted forest)
  • Last logon date: last time the user was logged into their mailbox
  • Number of items: calendar invites, tasks, etc.
  • Deleted items
  • Used size in mailbox: how much space the mailbox is taking
  • Quotas

Benefits of the Mailbox Characteristics Spot Check Report

Even if all of this information can be found on Exchange, there is no single view that gathers everything in the same place. Hence, this report could be used in multiple ways as it eases the administration processes.

Quotas management is critical for tracking mailbox statuses, such as:

  • Issue Warning Quota (quota in MB and % used): issue warning if the quota limit is almost reached via an alert sent to the administrator.
  • Prohibit Send Quota (quota in MB and % used): quota where the mailbox cannot send emails anymore. Obviously this quota is higher than the previous one.
  • Prohibit Send / Receive Quota (quota in MB and % used): quota where the mailbox is unable to send or receive emails anymore.

Quotas are set by each mailbox, and there is no database quota in Exchange. In many situations, the administrator assigns the same quota to every mailbox in a database as it is more convenient to manage. If too many users exceed the database quotas, then the easiest thing to do is to create another database with a bigger quota and move all users’ mailboxes into it, which is time consuming.

With this report, the administrator can easily see when the database quotas are at risk and take corrective actions ahead of time.

Manage Quotas, Mailboxes and Usage

The administrator can use these statistics to run different reports comparing critical information:

  • Total volume of used space in a database: the administrator can run a Spot Check Report and directly/automatically see the size of the database, its usage, and why the threshold has been reached. Then he can simply determine the best actions to be taken to manage this database.
  • Total volume of mailbox storage per site, country, city, company and mailbox server: by running this report, the administrator can easily see the total volume used by the database per server, the number of mailboxes, the type of mailboxes, etc.
  • Quota Management: as explained earlier, the administrator can easily:
    • View who reached the quota level and then take corrective actions.
    • Determine the percentage of a site, company, city, database which overachieved their quota to check the storage, see if quota can be raised, etc.
    • Sort the users per percentage of used quota.
    • Determine the top users in terms of used quota, space, and number of items per country, per site, company, etc. 
  • Last logon date: The administrator can see the unused mailboxes efficiently. A quick filter can then give a list of the unused mailboxes within the company, by site, by country, etc.