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Large Email Accounts: how to solve limits and problems

Giulia Rispoli
13/01/2020

Companies and users ask Providers for increasingly large email accounts. We see in this article the reasons that lead to having email accounts always full, what are the problems in managing large email boxes, what are the size limits that an email box can have and also how to manage and solve these problems.

In the company, email is and remains the main means of communication, but also, with some mistakes, the main tool for exchanging files. How many times, even the colleague next to you, did he send you a PDF file via email while he could very well have saved it on a network disk?

The reason is that sending a file via email is simple, fast and convenient. Furthermore, that file will remain forever in the user’s box, which can always have it at his disposal. It would have been better to move the file to a network server or use cloud storage services such as Dropbox or Google Drive in the company, but email remains the most immediate method.

The other reason why emails are always growing is that users do not feel the need to make space in their email account, for example by deleting messages that are no longer needed or simply emptying the trash. Although there are many Email Archiving systems, even with unlimited space, the user prefers to have all the emails always with him.

But what are the problems in having a large email account?

The first problem is the start times of your program to read emails. For example, Microsoft Outlook gets slower and slower as the mailboxes get bigger.

Another problem is that not all web and email hosting providers provide large mailboxes, many do not go beyond a few GB of space for each mailbox.

In addition, a large email box becomes expensive to manage even on the server-side, which makes it slow to access and search.

Finally, even backing up a very large mailbox can take a long time or block the program that is backing up.

What are the size limits that an email box can reach?

Official Microsoft Outlook documentation states that Outlook’s performance begins to deteriorate as soon as the OST email archive file exceeds 10GB. Exceeded the 25GB the problems of slowness and blocks of Outlook increase.

Once it reaches 50GB, Outlook stops working as this is the maximum size that a PST file can reach and it is necessary to carry out maintenance operations with consequent stoppage of the user’s work.

On the server-side, that is, for the provider of the email hosting service, there are no real size limits to an email account, but there could be problems in indexing and archiving very large email accounts. If there is no full-text search system, searches performed by webmail could be very slow.

How to manage and solve the problems of a large and very slow email account?

There are two things to consider when handling very large mailboxes:

1. The first is to choose the right email hosting provider, which must offer services specifically designed and optimized for these email accounts, it must in fact provide:

  • email indexing systems so as to speed up access to the mailbox
  • full-text search service to speed up searches in messages
  • a backup system based on snapshots so you can also restore messages or mailboxes deleted by mistake in a short time

2. The second is the email client (the program) with which the user accesses these large email accounts, also here is one of the aspects to consider:

  • Microsoft Outlook cannot natively manage email accounts over 50GB
  • it is advisable to choose a provider that has a webmail that can quickly access even mailboxes larger than 50GB

In Qboxmail we are able to provide our customers with professional email accounts with 50 and 100 GB of space, in a totally Cloud environment, therefore totally managed.

Thanks to our exclusive Webmail, developed and optimized to manage large email boxes, access and search are as fast as if the email account was small.

Our backup systems are based on Snapshots so as to be fast and allow you to recover email backups at any time without blocking or stopping for the user.

If you are a company try the Qboxmail Cloud suite for 30 days for FREE, which simplifies the management of corporate emails.

Are you a Reseller? Request now the price list for white label email services.

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