Though, IBM Lotus Domino has several options to configure database storage limit, its users encounter file size limit exceeding quota errors every now and then. It initially warns the user that he is about to reach the quota limit by displaying following message:
This message basically gives an opportunity to manage the database size and reduce the size so that next time when any activity is held, Lotus Notes can have enough space to record it. In case, the users ignore this initial warning, then it displays following message:
This message indicates that Lotus Notes will not record further transactions or create new database elements until user reduces the size of the database. However, it does not stops routing of mails, which means user can still send/receive messages and respond to them, but cannot save them.
The ‘quota exceeding error’ is a result of poor database management. This situation can occur due to duplicate emails, addition of excessive design elements in the mail database or creation of drafts. Often users delete duplicate emails or unnecessary drafts to reduce the size of the database, but that doesn’t reduce the database size as the deleted mails still reside in the Trash. For concrete results, it is important to understand the proper management of Lotus Notes database file size quota.
Set the database quota size and warning threshold when registering Lotus Notes user through Domino Administrator client:
User can also change these settings after the creation of mail database through “Set Quotas” option under Database in Domino Administrator client.
Follow below discussed steps to manage the Lotus Notes database after quota exceed error has been received:
Instead of deleting Notes emails (so as to save space), organizations can think of saving them in PST format. Initially you can try some free NSF to PST conversion methods (like exporting NSF data to CSV and then importing to Outlook). But non-technical users may require a professional tool like Kernel for Lotus Notes to Outlook software to convert NSF file to PST. In addition, they can save NSF files to Exchange Server using this tool.