Managing Google Apps Mailbox Size Increase Factor

About Google Apps

Google Apps is a set of web applications that include Google email, Google calendar, Google docs, Google talk (chat), Google mobile and Google sites. The application belongs to the category of Office suite and cloud computing type. One of the major advantages of Google Apps is that data is 24*7 available to online users and hence they can use or edit it anytime. All you require is the internet connection and a web browser like Internet Explorer, Chrome, Mozilla Firefox, etc.

Difference between Google Apps and Gmail

1. In Google Apps, email address uses the domain name (as per decided by user) like [email protected] whereas in Gmail, email address has a fixed format i.e. [email protected]
2. In Gmail user cannot use special character i.e. dash (-) whereas Google Apps allows usage of dash e.g. [email protected]
3. In Google Apps for resetting username password, permission from email administrator is required whereas in Gmail account no such permission is required.

Storage Limit in Google Apps

Google apps provide its users with 30 GB storage for storing their data like documents and emails free of cost. The storage is mutual between Gmail, Google Driver, and Google photos. However, if users’ Google apps mailbox storage limit exceeds, then they can purchase the additional storage or can reduce their storage usage.

There is a subscription plan in Google Apps i.e. Google Apps Unlimited that provides users storage of 1 TB. However, if user faces the problem that Google apps email account limit has exceeded in this plan then they will be unable to purchase the additional storage. The only solution for such users is to reduce the storage usage.

Problem

If the storage limit exceeds then user will not be able to perform mailing operation in Google apps. The users may end up in increasing the size limit of Google Apps account up to unknown parameters. So the problem that arises is how to increase the Google apps mailbox size.

Cause

There are many reasons due to which, the mailbox size of Google Apps account might increase. They are:

• High-Volume Automated Mails: Receiving files like log files, which are high volume automated messages or mails.
• Use Single Account for Multiple Users: The usage of single account for multiple users i.e. a Google Apps account is being accessed by more than one person.
• Storing Files that are Not in Use: Generally, the storage is wasted with such files, which are of no use and not deleted from memory.
• Mails with attachments: Receiving a large mail comprising of Excel spreadsheets, videos, and photos leads to occupying the space of mailbox.

Solution

Following are the proposals by which users can increase their Google Apps mailbox size as per their need:

1. One of the proposal is that the users can purchase additional storage required, which will take about 24 hours to be added or activated in your account.
2. Google apps email account limit can also be increased by simply reducing the used space. In other words, the old messages that are not in use to you and are occupying space of mailbox should be deleted.You can save the attachments embedded in mails, locally on your computer and then delete those mails from your mailbox.
3. If deletion of data is not an appropriate solution of your problem, then you can archive your data or make backup of your data in your local computer hard disk, by manual procedure or by using third party software. After this, you can extract your archived or backed up data in a desktop-based email applications like Microsoft Outlook and others.
4. The last workaround is Mail Delegation setup. In this setup, you will first have to create a new account on Google Apps that will allow you to receive messages of your primary mail, send and reply message from your primary address.To perform above workaround follow the below-mentioned steps:
   1. Create a new mail account on Google Apps.
   2. Login into your existing (old) mail account
   3. Now on right hand side, click on Drag button and select Settings option.

      

   4. On the page displayed in front of you, go to Accounts and Imports/Accounts tab.
   5. In this tab, select Add another email address you own option.

      

   6. After that, a Grant access to your account page will open. Enter the new mail ID that you have created in Step 1 and click on Next Step.

      

   7. A confirmation page will appear, click on Send email to grant access to continue.
   8. Now Logout from you existing (old) account and login into your new account.
   9. In your new account, you will find a confirmation mail. Confirm the request to continue.
   10. It takes 30 minutes to complete and after it finishes you will be able to see your old account messages in new account

Conclusion

Hence, we end up with the conclusion that to increase the mailbox size in Google Apps, users have either to purchase the additional storage or have to perform multiple workarounds for increasing storage size.