Mail Box size limites prohibits send.

Clarifications

then they will need to empty the deleted items folder.
This is an issue often for many people. It is best to setup personal folder files.

Also, look at the size of the mailbox (top level), not the inbox. Often the inbox only makes up 20-50% of the total mailbox size. When looking at the top level folder, it should show which other folders are using space.

Most likely, if they are moving data, they have created folders under the Inbox to stuff mail, not realizing that it is doing absolutely nothing to help them.

Other considerations are
Calendar -- manually archive and then setup auto archive for everything older than 2-4 weeks -- I have seen 30MB calendars before

Sent items, another biggie. I create .pst files for users who send a lot of mail, and then show them how to transfer things over (if they want to keep the copies) to the new .pst file

With any Sent Items for a Business you Must Retain the [b]Original Sent Copies[/b] or you can find that you have a major legal problem down the track.

E-Mails are altered and can be used to prove something and if you don't have a copy of the original you are stuck with that E-Mail and being considered as Legitimate. This can range from something as simple as changing the price on an invoice or quote and then demanding that the listed price be adhered to,to something much worse that can involve Police Action against the Company for Criminal Actions.

The above poster is perfectly correct when you are looking at the size of the Mail Box in Exchange you have to remember that, that is everything not just the sent & received folders but everything stored in folders that have been created as well as the Calender.

This stuff should be routinely backed up from the server so you always have copies of whatever has been sent & received and the same should be done locally at the users terminal. I've seen Sales People burn up a 30 MEG Mail Box limit in a few hours by sending attached photos of something that they are trying to sell. On one occasion I saw one salesperson attempt to attach well over 150 photos of some earthmoving equipment that was necessary for the sale but way above the ability of the E-Mail system to handle.

Anyway in answer to the second part of your question the Limit should be recognised as available as soon as the archive is done but if all they are doing to archive is to move to a different folder nothing will change and the error message will remain the same.

Col