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Why sort my mailbox ?

The capacity of your Zimbra mailbox is set at 1 GB per user. It is important to clean up your mailbox regularly to avoid being inundated with useless mail and reaching this limit. If you exceed the allocated quota, you will no longer be able to send or receive new emails.

Note also that storing an e-mail in your mailbox, even if it is not consulted, consumes energy, because the servers are constantly running to make the e-mail exist and allow you to consult it at any time. By cleaning out your mailbox, you are doing your bit to reduce digital pollution.

How do I know if I need to sort?

To check your mailbox's capacity, look at the line below your first and last name when you log on to Zimbra webmail. Hovering your mouse over this line will show you the percentage of space used.

The color of this line changes according to how full your mailbox is:

• If it's green, you've got some mail stored, but your quota is still more than enough for your mailbox to work normally.
  
• If it turns yellow, you're starting to reach a high quota of mail, and you need to think about cleaning up.
  
• If the line turns red, you urgently need to clean up, otherwise you'll exceed your quota and won't be able to receive or send any more mail.
  

Naturally, a green or yellow line doesn't mean you don't have to sort your mail. Regular sorting will be more efficient and much easier for you to control.

How do I sort my mail?

As a first step, you should empty your "Junk" and "Trash" folders by simply right-clicking on the folder in question, then clicking on " Empty Junk" or "Empty Trash". Before you do this, make sure there are no important messages hiding there. You can also check your "Drafts" folder and delete any unnecessary e-mails.

In addition to manual sorting, which can sometimes be sufficient for mailboxes that don't contain a lot of mail, there are several other solutions that are quicker and more or less effective in the long term, as suggested in the document "Free up storage space in your mailbox" (also available in the "Download" box).

Here you can find out how to set a time limit for the retention of your e-mails, search for only the most voluminous e-mails and choose to delete them or only the attached files, create a filter to automatically sort voluminous e-mails, or even create an archive for e-mails that must be kept, but which you don't need to consult regularly.

All these tips apply, of course, to your "Inbox" and personalized folders, but also to the sometimes overlooked "Sent" folder.