mailbox quota size

What Is Mailbox Quota Size and How to Choose Best Plan?

Most email users don’t pay attention to email storage space until they suddenly stop receiving emails. Mailbox quota size is one of the essential factors to consider when looking for an email hosting provider. 

In this post, we’ll look at what mailbox quota size is and how you can choose the best plan as per your requirements.

What is the mailbox quota size?

Mailbox quota size, also known as Email Storage Space (ESS), is the total amount of data (in MB or GB) that your email messages can occupy on an email server. 

Every element of an email, including text, documents, images, and videos, occupy some storage space. Each character in an email takes up one byte of space. Images and other multimedia elements occupy more space storage as they contain more data.

How much mailbox quota size is sufficient?

There’s no right or wrong answer to this question. For some users, 10 GB storage space might be enough, whereas, for others, even 100 GB may not be sufficient. 

If you use email for personal use only, you’ll do fine with limited storage quotas. But if you’re a business owner who relies on email for communicating with his team and clients, having expanded storage is essential. 

You may need to send lengthy proposals, documents, and videos. Over time, these elements will pile up in your inbox, eating up your storage space. For such purposes, it’s ideal to opt for bigger storage plans. 

Some email hosting providers like Eltris also offer unlimited storage capabilities.

How to choose the right mailbox quota size?

Before diving into quota size, let’s quickly talk about webmail services, like Gmail and Yahoo. Though these services offer good amounts of storage, they don’t have scope for expansion. 

If in case, you run out of storage space, you won’t be able to expand. The only option you’ll be left with is to make a new email account. 

Dedicated email hosting providers help you overcome this hurdle. They offer flexible email storage plans. You can start with a smaller plan, and if you feel the need for more storage, you can simply upgrade to a bigger plan. 

That said, let’s take a look at how you should choose the right mailbox quota size. 

1. Your purpose of the email

If you plan to use your email account for personal use only, you won’t need a lot of space. Your use will most likely be limited to sending text messages and a few occasional images and attachments. 

But if you’re using email for professional purposes, you’ll need more storage. You’ll receive tons of emails regarding business inquiries, client queries, and internal communications every day. Besides, there’ll be some days when you’ll receive a myriad of emails all of a sudden. 

In such cases, having limited storage can be hazardous. You might miss out on important emails, which can adversely affect your business. Therefore, opt for a plan with more storage space. Ideally, 10 GB is the minimum storage you should have in your business email account. 

2. The type and size of attachments

Most client-service provider communications take place via email. If you offer to deliver size-heavy products, like videos, HD designs, and lengthy documents through email, your storage space will fill up soon. Therefore, it is essential to pick a mailbox storage quota depending on the type of attachments you send or receive. 

If most of your emails include text or small documents, a small mailbox quota would be ideal for you. But if you send lengthy videos or designs, opt for bigger storage. 

3. Email server

Emails work on two receiving servers: IMAP and POP3. IMAP stores all your received emails on the server. Contrarily, POP3 automatically transfers your received emails from the server to your local storage, thereby emptying the server storage. 

If you use an IMAP server, you’ll need more storage space as your emails will reside on the server. In the case of POP3, you can opt for a lower mailbox quota limit, as your emails will be regularly transferred from the server. 

Read more about IMAP vs. POP3

4. Storage optimization

If managed correctly, 100 GB mailbox quota is enough to manage your email requirements. But if not, even 1 TB storage space could be insufficient. 

Email service providers like Eltris offer storage optimization features. These solutions also include compression capabilities to reduce the size of your attachments without affecting their quality.

When looking for the right mailbox size quota, also check if the provider offers email optimization. If it does, you’ll be fine even if you go for a smaller storage plan. 

Mailbox storage quota is not the sole criteria

Though storage space is an important factor to consider, it’s not the only criteria. There are other things as well that you should consider when searching for an email provider. 

Here are some other factors to consider:

  • Privacy and security: Privacy is one of the primary reasons why email users opt for dedicated email hosting services. And as phishing scams have increased by 600% after the COVID-19 outbreak, email security has become the need of the hours. Double-check the provider’s privacy and security capabilities before making any commitments. 
  • Servers used: Both IMAP and POP3 have pros and cons. However, the best practice is to opt for an email service provider that offers support for both the servers. 
  • Additional features: Email hosting providers offer a wide range of features, such as flexible storage, advanced spam protection, email templates, autoresponders, and more. Be sure to keep an eye on these features when making a decision.

Conclusion: The best mailbox quota size plan

Mailbox quota size is a critical factor, but there are other aspects you can’t ignore. In addition to storage space, it’s essential to consider other features and functionalities before making the final decision. Check out Eltris for high-quality email hosting solutions and flexible email storage plans.