Reduce Mailbox Size in Lotus Notes – Know the Free Techniques

Are you getting an error message “Cannot allocate database – database would exceed its disk quota” in your Lotus Notes, then keep reading this blog. Because here in this blog we are going to discuss some techniques on how to reduce mailbox size in Lotus Notes.

Well, nowadays most IT Firms and business organizations communicate through email. And to full fill the email needs they use email clients and email services such as Microsoft Outlook, Thunderbird, Apple Mail, Yahoo, IBM Notes, and Gmail, etc.

And in this line-up of email clients, Lotus Notes is one of the very demanded email client because of its security features. Well, Lotus Notes is a server-based that is widely used for business collaboration functions and document management. But there are many users who claim that they are not able to allocate the database due to an oversized disk.

Basically, the quota exceeding error is occurred due to poor database management such as duplicate emails, addition of excessive design elements, and more in the mail database. So in the upcoming section, we are going to discuss some best techniques to reduce the Lotus Notes mailbox size. But before that let see what are the benefits of a properly managed database.

Why Reduce Mailbox Size in Lotus Notes?

• Improved Flexibility- Users are free to view or open the particular data file at any time without any kind of restriction and error messages.
• Improved Work Speed- A properly managed database help to improve your workflow and you can assess data without any lag.
• Free Space- By reducing the mailbox of Lotus Notes you will get the free space in your to allocate more data in your database.

Manual Techniques to Reduce Mailbox Size in Lotus Notes

Here in this section, we are going to discuss some easy techniques to manage your Lotus Notes database. So go through different approaches to protect data insertion.

Remove Unnesseay Emails From IBM Notes

If you are no that technical, then the first thing you can do is to delete the unwanted or unnecessary emails from your mailbox that keep on consuming the space. After deleting the unwanted emails you will notice that now you have some space created in your database.

Extract Attachments From Lotus Notes

As we know that attachments also takes a huge amount of space in the mailbox. So if you are getting an email with heavy attachments then simply download or extract the attachments to the local drive. And after that delete the attachments from the database to free up some space in the Lotus Notes database.

Change Settings of Lotus Notes

Generally, when we send any messages via Lotus Notes it gets stored in the mailbox. These sent messages also consume our database space and it always there until and unless a message is not deleted from there. So, to reduce mailbox size in Lotus Notes delete all the sent email messages that are not necessary for you.

Archive Database of Lotus Notes

Sometimes you see that there are lots of messages that are not in use at the present time. But can be needed in the future because it contains some crucial information. So in that situation, you can archive those data. And to do this follow the below steps:

1. First open Lotus Notes and login to your account

2. Now, Click on the File tab from the main menu

3. After that choose Application and then select Properties option

4. Click on the i button to see the Disk Space

5. Now, click on the Actions menu then choose the Archive option

6. From the Archive menu select the Settings option

7. Click on the Criteria and check Default for last modified is selected or not

8. Now, click on the “OK” button to save all the changes.

9. After all settings, double-check the Criteria Option to enable it

10. Now, under the Schedule tab make sure Schedule archiving is selected

11. After that, you can choose the time and date for archiving or if you want to do it manually then click on the Archive Now.

Compress the Lotus Notes NSF File:

You can also use this method to reduce mailbox size in Lotus Notes. In this method we try to compress the Lotus Notes database and to do this follow the below steps:

1. First, launch the lotus Notes

2. Now, click on the File option

3. After Select database

4. Now go to properties and then click on the Information

5. At last click on the Compact button

Automated Way to Reduce Mailbox Size in Lotus Notes

If you tried above discussed methods and still not able to free up space in the Louts Notes database then, in this situation you can try NSF Converter tool. This tool gives you an option to export Lotus Notes mail to  EML, MSG, and MBOX.

Download Now Free Purchase Now

So using this tool you can easily convert your mailbox data and keep it safe on your local drive. The best part about this tool is that you can open all NSF files into other email clients like Outlook, Thunderbird, Apple Mail, and more. Along with emails this tool also saves Lotus Notes contacts and calendar too.

Conclusion

If you are facing a database quota exceed issue in your Lotus Notes, then here in this blog, we have discussed all possible techniques to reduce mailbox size in Lotus Notes. So, go through the write and resolve your issue regarding the Lotus Notes database.