If we manage your email, then you can view your email account usage by logging on to your Website Admin Panel and clicking on Email Accounts. If the account is full, the email meter will display a flashing red indicator bar. You can click on the red flashing bar for details on how to resolve the issue. The details are included here as well:

When dealing with email, your mailbox is a certain size. This means it can only hold as much email as fits in the mailbox, then it begins rejecting whatever comes in. The size of one of our standard boxes will hold thousands of average sized email messages.

It is often convenient to leave your email in the mailbox for a while. This allows you to check it from the office, from home, from on the road, etc. However, if you leave it in there forever, it will fill up your box and block new mail from coming in.

For this reason, it is best to set your email client (Outlook, Thunderbird, etc.) to empty the box periodically. This is usually called “removing messages from the server”. Each email client has a slightly different setting that allows you to do this. On some email clients, you set the number of days you want a message to stay on the server, then it’s automatically deleted. On others, you can set it to delete messages from the server after you delete them from your email client. In still others, you can set it to delete from the server when the message is removed from your Deleted Items or Trash mailbox. These are all triggers that clean up your server mailbox. You can read more about this in the help section of your specific email client.

Once you configure a reasonable trigger to delete messages from the server, do a Send/Receive or Check Messages to activate the trigger. Assuming the trigger activates, old messages will be deleted from your server mailbox, making room for new messages.

There are two other situations that can rapidly fill up a mailbox, possibly not giving the trigger a chance to activate to clear up space:

• If you have a virus, you may be sending out a plethora of email messages to unsuspecting recipients, and getting a slew of bouncebacks into your email box, often with attachments. These will come in faster than you can delete them. Check for viruses to make sure this is not happening. If it’s due to a virus, it means there are bigger problems than just the email mailbox.
• If someone sent you an excessively large email with a huge attachment, it may be plugging up your mailbox. Most ISPs will kill a large message before it reaches you, but this is up to each and every individual ISP. Some will allow extremely large email attachments through. If this is the case, you have to delete the large message from the server in order to make room. Do this by setting the trigger appropriately, as described above.

If this still does not solve your problem, we can go in and view the actual message file on the server. Sometimes this gives us an indication as to what’s happening, but it also means we have access to your email so we do not do this without your express written permission. If you’ve tried the above solutions and come up short, please send us an email to authorize us to view your message file.

You may also access your email from webmail and delete it from there by going to http://(yourdomain.com)/webmail (for v4 websites). This will only temporarily fix the issue, as noted above. You will still need to set your email client to empty the box periodically so the mailbox doesn’t get full again.