Common Questions About Exchange E-mail

The following information is applicable to the SF State Faculty and Staff E-mail system on Microsoft Exchange.

How do I change an e-mail account password?
What is the maximum size for e-mails and attachments?
What type of file attachments are blocked?
How do I get e-mail restored?
How do I make changes to my account?
How do I check my mailbox storage quota?

 

How do I change an e-mail account password?

The password for your primary e-mail account is your SF State password and can be changed through the SF State Password Service.

 

Owners of secondary and departmental e-mail accounts can log in to E-mail Account Services (using the owner's SF State ID and Password)  to change passwords for these accounts (once logged in, click the account name to see options for the account). Submit a service request to request an account owner change.

 

What is the maximum size for e-mail attachments?

The maximum total size for any e-mail (including body and attachments) sent from or delivered to SF State's Exchange e-mail system is 20 MB.

 

What type of file attachments are blocked?

The SF State e-mail system is configured to block certain attachments to prevent the spread of computer viruses and other malware. See Attachment Blocking under E-mail Policy for further information.

 

How do I get e-mail restored?

Thirty days after a message is moved to trash it is automatically deleted from trash. During this 30 day window, users can restore items directly from their trash/Deleted Items folder. Users can empty trash manually at any time, except when overridden by litigation holds. Items emptied from trash remain restorable for 30 days from the time of their initial deletion. To restore these items, log in to Outlook Web Access, right click (Mac: Control+click) the Deleted Items folder, and select Recover Deleted Items. Check the items you wish to restore and click the Recover Selected Items icon. After 30 days, e-mail cannot be restored. Note: E-mail deleted using a permanent delete (Shift+Del in Outlook and the default of some third party e-mail clients) cannot be restored.

E-mail may be covered under CSU Retention & Destruction schedules.

 

How do I make changes to my account?

Account Deletions and Ownership Changes

  • The account owner or responsible party for the address should complete a service request. Once identity verification has been completed the requested changes will be made.

Account Update Status

 

How do I check my mailbox storage quota?

Each account on the Exchange server is allowed 5 GB of storage.  

  • When an account reaches 85% of quota, an e-mail notice is delivered to the account.  
  • When an account reaches 95% of quota, an e-mail notice is delivered to the account and e-mail cannot be sent from the account.
  • When a mailbox reaches 100% of quota, an e-mail notice is delivered to the account, e-mail cannot be sent from the account and messages sent to the account will be returned to the sender. 

 

To check how much storage your account is using:

Internet:

  • Log in to https://email.sfsu.edu. Hover your mouse over your name in the navigation panel on the left of the window.

Windows:

  • Using Outlook, from the Tools menu, select Quota.

Macintosh:

  1. Open Outlook.
  2. Select File > Folder > Properties.
  3. Click on the Storage tab.
  4. Look at Total size (with subfolders): to see how much space you are using.