Fort Hays State University > About FHSU > Administration and Finance > Computing and Telecommunications Center > HelpDesk > Email > Ln Space
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To clear space in your Lotus Notes account and to keep it from becoming cluttered, it is helpful to delete mail, tasks, invitations, or other documents as you read or complete them. You can also use folders to sort mail.
**Caution: Whenever you delete a document from one view (folder) in Lotus Notes, it is deleted from all views (folders).
After deleting messages from Lotus Notes, the e-mail database needs to be compacted to reduce its size. If you are receiving an "exceeding threshold" or "over quota" message, it will not go away until the database has been compacted (assuming you have cleared enough space). If more than 5% of file space has been cleared in an account, the database will be automatically compacted overnight.
Compacting the database can also be done manually using the Lotus Notes Client, but not with iNotes (the browser version). To compact your database using the Client program: Go to the Inbox, and then click on File, Application (or Database), and Properties. Click on the "i" tab (information). The file size will be shown next to Disk Space. To submit a compact request to the server, click Compact. Please allow a few hours for the request to process. To verify that the database has been compacted, you can refresh the data shown in the Properties window by closing it and then opening it again (File, Application (or Database), Properties). After the compacting is finished, the Disk Space number will be updated.
For additional information about clearing space in Lotus Notes, see our related article in the December 2009 edition of the CTC HelpDesk News.