Email quotas determine how much storage space is allocated to each email account. Understanding and managing your email quota helps prevent issues with receiving new messages and ensures optimal performance.

What is an Email Quota?

An email quota is the maximum amount of disk space allocated to an individual email account. Once the quota is reached, the mailbox cannot receive new emails until space is freed up.

Checking Your Email Quota

Via cPanel

1. Log in to your cPanel account (see our guide on how to login to cPanel)

2. Scroll down to the Email section

3. Click Email Accounts

4. You'll see the current usage and quota for each email account in the list

5. A progress bar shows how much of the quota is being used

Via Webmail

1. Log in to webmail

2. In Roundcube, the quota is displayed at the bottom left of the screen

3. It shows both the used space and total available space

Default Email Quotas

AISweb hosting plans include generous email storage:

• Email accounts have quotas set by the account administrator

• By default, quotas are set to "Unlimited" (limited only by your hosting plan's total disk space)

• Individual quotas can be adjusted as needed

Adjusting Email Quotas

If you're the account owner, you can modify email quotas:

1. In cPanel, go to Email Accounts

2. Find the email account you want to modify

3. Click Manage or the settings icon

4. Adjust the Storage setting:

   • Enter a specific quota in megabytes (MB)

   • Or select Unlimited

5. Click Update to save changes

What Counts Towards Your Quota?

The following items count towards your email quota:

• All emails in your inbox

• Sent emails

• Drafts

• Spam/junk folder

• Trash/deleted items

• All other folders you've created

• Email attachments

Managing Your Email Storage

To free up space and stay within your quota:

1. Delete Unnecessary Emails

• Regularly review and delete old emails you no longer need

• Empty your Trash and Spam folders regularly

• Search for emails with large attachments and delete them

2. Download and Archive Important Emails

• Use an email client (Outlook, Thunderbird) to download emails to your computer

• Create local archives for emails you want to keep but don't need on the server

• Delete emails from the server after downloading

3. Remove Large Attachments

• Download important attachments to your computer or cloud storage

• Delete emails with large attachments after saving the files

• Consider using file-sharing services for large files instead of email attachments

4. Configure Email Client Settings

If using POP3 (instead of IMAP):

• Configure your email client to delete messages from the server after downloading

• This automatically frees up server space whilst keeping emails on your computer

What Happens When You Reach Your Quota?

When your mailbox reaches its quota:

• New incoming emails will be rejected

• Senders will receive a bounce-back message indicating the mailbox is full

• You won't be able to send new emails

• You can still access and delete existing emails to free up space

Best Practices

• Regular maintenance: Review and clean your mailbox monthly

• Use IMAP for multiple devices: Access the same emails across all your devices

• Archive important emails: Keep a local backup of critical communications

• Empty trash regularly: Deleted emails still count towards your quota until permanently removed

• Monitor usage: Check your quota regularly to avoid reaching the limit

• Use cloud storage: Store large files in cloud services rather than as email attachments

Increasing Your Email Storage

If you consistently need more email storage:

• Increase the quota for individual email accounts

• Consider upgrading your hosting plan for more overall disk space

• Implement better email management practices

Need Help?

If you need assistance managing your email quota or increasing your storage, please contact our support team through the client area.