1. Check for unwanted emails

Before you consider asking for a larger quota, please check that you do not have any unwanted email. Please check your Deleted Items and Junk E-Mail folders (both of which count towards your overall mailbox size) and consider, for example, removing items from your Sent Items folder. Some of those emails may be very old.

N.B. Deleting Sent Items is a two stage process; Any deleted Sent Items are automatically placed into your Deleted Items folder from where you should delete them again in order to reduce your mailbox size.

You can check for more information about your mailbox via the OUCS Self-Registration Pages (log in required).

2. Members of University departments

If you decide that you need a larger quota and you are based in a University unit, your IT support will need the following details:

  • Extra quota required (there is a charge for each GB over 3 GB, per month)
  • (For clarity) what you require your quota to be
  • The name of the mailbox (and the primary email address associated with it)
  • The end date, if the extra quota is expected to be temporary (otherwise state "never")
  • Financials Cost Centre to be charged (typically two letters followed by four numbers)
  • Financials Natural Account (if not 77120)
  • Financials Activity Code (a two-digit number)
  • Financials Source of Funds (five alphanumeric characters)

Your ITSS will apply for your extra quota at https://register.it.ox.ac.uk/itss/nexus_quota (ITSS only). The charge for your quota will be taken in arrears in February and August, for the preceding six-month periods. Your departmental administrator will receive a statement shortly before the funds are transferred directly via Oracle Financials.

3. Members of colleges

If you are applying from a college, you must raise a purchase order to OUCS who will invoice you when payment is due. Your IT support must apply for your extra quota through the form at https://register.it.ox.ac.uk/itss/nexus_quota (ITSS only).

Your ITSS will need the following details:

  • Extra quota required (there is a charge for each GB over 3 GB, per month)
  • (For clarity) what you require your quota to be
  • The name of the mailbox (and the primary email address associated with it)
  • The end date, if the extra quota is expected to be temporary (otherwise state "never")

4. Conditions

Please note that the following conditions apply:

  • OUCS charges 6 months in arrears, every 6 months
  • The charging periods are August-January and February to July
  • The billing dates are February and August
  • Each applicant must have a cost centre (or other financial mechanism, especially regarding Colleges) in place at the time of application
  • A minimum charge is 1 month for the maximum number of GB additional quota requested
  • OUCS charges for complete months only where a month is 30.25 days, i.e.
    • A user requesting an extra 2 GB for 1 day would pay the charge for 1 month
    • A user needing an extra 2 GB for 15 October to 15 November would pay for 1 month (but the payment would be taken in the following February)
  • The charge is strictly for quota and not for disk usage. OUCS does not monitor disk usage and someone’s usage could be very variable (high last week, but low today).