john said:
Now my problem is how best do we empty the peanut butter jar and come up
with a lasting solution to manage the e-mail account on outlook?
The owner of the mailbox needs to do their own cleanup if they
configured their e-mail client not to do that cleanup. For example, if
this is for a POP account, the default POP commands sent by e-mail
clients are RETR (retrieve) followed by DELE (delete). However, users
may configure their e-mail clients to "leave message on server". That
means the RETR is performed but with no following DELE. Well, that
means the retrieved e-mails don't get deleted from the server and the
user's mailbox just keeps getting more and more full until all of the
disk quota for that user's account gets consumed.
Along with "leave messages on server" option, there may be other
options, like "delete message when deleted from Deleted Items folder"
and/or "delete message N days after retrieved". Leaving messages on the
server would only be needed if they were trying to using multiple POP
clients to access the same POP account and wanted to see the same
messages in all those POP clients. So the user could configure a
"window" during which all their multiple POP clients were allowed to
retrieve the same message to each one before the message got deleted.
What the user can do for cleanup of their POP mailbox depends on the
configuration of that user's e-mail client.
