“The best way to know your mailbox storage need is to first understand who your users are and what they do”
You have a business to take care of along with all its critical components and amid all the chaos, planning for your mailbox storage is another important aspect that you don’t want to end up being messed or overlooked. Since it is more about the users of the system and their functions and activities, it is most appropriate to keep in mind their requirement.
The following are some of the questions that experts suggest you need to ask yourself while you plan for your company’s mailbox storage:
This is a clubbed question and it is the most easiest to answer. You exactly know the kind of employees who work for you and the exact job they do. This will tell you the number of mailboxes you will be requiring in order to cater to all of them to support on your server. This figure will also give you a thorough estimate of the disk space you would require.
To get a rough estimate, you can randomly pick a mailbox size and multiply it with the number of mailboxes you require, which will tell you the exact figure of your mailbox storage requirement.
This is a relatively difficult question to answer. There are hundreds and thousands of factors on which the exact response of this question would depend. However, you may have to make a wild guess on the number of messages you might think each of your users will be sending, this will help you get an estimated volume of each message size.
Another question that you would need to ask yourself is who is talking to whom. This will help in clubbing those people who communicate and correspond with each other frequently on the same server. This also gives you an idea to the external communications happening with your internal server and allows you to make an estimate of that too.
The attachment capabilities of the mailbox and other sharing of data often include replication of information and distribution of the same volume to different systems taking up a substantial amount of storage. Moreover, there are various folders of each user containing different volume of information. At times, one user has more than one email addresses and thus,even more folders taking up more space. The amount of shared data further multiplies that storage volume that you’d require for the whole eco system. Thus, you need to again make a guess on a reasonable amount of each user’s storage requirement, which you may then multiply by the number of employees. You can always outsource such activities to the best available server experts in town.
This relates to screening of messages and communication between two correspondents in industries where extreme scrutiny is required or who have to meet requirements set by SEC that force each message to be screened before having transmitted to the recipient. This would further take up more space. Thus, you need to make sure if it applies to your business or not. In case it does, another rough estimate is required.
Applications and tools such as event calendars, other event scheduling tools, news items, vanilla email, etc. are some of the very known applications that users normally deploy and make use of on their systems. There is no harm doing that and in fact, it also affects in their productivity level. Thus, you can’t restrict your users from using these tools. However, what you can do is make a list of such requirements by users and know the extra amount of space each user will require on their preference of additional tools.
Other Factors to Consider While Planning Mailbox Storage
Some other factors include: