Troubleshoot errors: Exchange - Mailbox has Exceeded Maximum Mailbox Size

ERROR – The mailbox for has exceeded the maximum mailbox size. This mailbox cannot send or receive messages. Incoming messages to this mailbox are returned to sender. The mailbox owner should be notified about the condition of the mailbox as soon as possible.

Most organizations implement mailbox quotas on their Exchange. While this policy is good for managing disk space and enforce users to clean up their mailboxes, this also poses a challenge for individual users when they exceed their quota. In this case the user has exceeded their send and receive quota. Even though it is recommended to monitor mailbox quotas on a regular basis through custom Exchange reporting, many organizations fail to do this because of the effort required and the IT support team works in a reactive way.

In most cases it is the end-user who reports to the IT support staff that they cannot receive or send email messages anymore. The IT support staff may engage in various levels of troubleshooting to finally come into a conclusion that this issue is mail quota related and can then advice the user to clean up some room – or increase the quota for the user.

This troubleshooting process can be removed when bringing Exchange servers under Intelligent Monitoring – mailbox quota events are picked up by monitoring and an alert is generated. This allows the IT support staff to respond to the issue before the end-user even notices the issue. This, in turn, can greatly improve the IT support staff efficiency and improve end-user perception of IT service level.

Figure 1. Some Key Exchange OWA performance metrics

Figure 2. Exchange Transport Queue Length metric on a mailbox server

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