Track storage needs across several business mailboxes

Start with the mailbox roster

Write down the independent mailboxes in the workspace, who or what uses each one, and the work it supports. For example, accounts, orders, and a named employee mailbox may have different patterns. Do not count an alias as a separate mailbox or login unless it is actually provisioned as an independent mailbox: an alias is not automatically an independent mailbox.

Include only mailboxes you are entitled to discuss. Workspace administration is for authorised admins managing their own domain, and available controls depend on role, plan, and provisioning state. If you do not have the required access, ask the workspace’s authorised admin to confirm the roster and relevant account information.

Build a per-mailbox record

Use a table or worksheet with one row per independent mailbox. Useful columns include mailbox address, purpose, plan allowance, current usage if the account provides a reliable figure, date checked, and notes about expected changes. Record the source of any usage figure so someone reviewing the list can distinguish account information from a guess.

If no reliable per-mailbox usage figure is available to you, mark it “unknown” rather than inventing a number. You can still note practical signs of demand, such as frequent large attachments or a role that must retain substantial correspondence. Those observations help frame questions, but they are not measurements of stored data.

Mailbox | Purpose | Allowance | Usage status | Notes
orders@example.com | Customer orders | 10 GB | Unknown | Attachment-heavy correspondence
accounts@example.com | Invoices and records | 20 GB | [measured figure or unknown] | Confirm retention needs
[employee]@example.com | Individual work | 10 GB | [measured figure or unknown] | Review at next check

Compare allowance mailbox by mailbox

BITTU Mail business storage allowances are 10 GB per mailbox on Starter, 20 GB per mailbox on Standard, and 50 GB per mailbox on Premium. Compare a mailbox’s own usage with the allowance for its plan. Do not assume unused capacity in one mailbox can be transferred to another or pooled across the workspace; the stated allowances are per mailbox.

For instance, an orders mailbox approaching its own allowance may need attention even if a lightly used mailbox has ample room. Conversely, an unknown usage figure does not establish that a mailbox is nearly full. Keep the distinction clear when summarising needs for the admin.

Spot uneven demand and likely causes

Sort the roster into three practical groups: measured usage that is close enough to warrant review, measured usage with room under its allowance, and usage that is unknown. Then look for operational reasons behind differences. Shared addresses that receive files, invoices, or repeated customer attachments may have different storage patterns from an individual mailbox.

Use this review to ask focused questions, not to assume that deleting messages or changing plans is the right answer. Check whether the business needs to retain particular correspondence before proposing cleanup. Do not treat a rough estimate based on message counts or attachment habits as an exact storage total.

Take a concise request to the authorised admin

Share the roster, each mailbox’s allowance, any available measured usage, and the date each figure was checked. Identify which mailboxes appear to need attention and which still have capacity, while marking unknowns plainly. Ask the admin to confirm the applicable plan and what account information or options are available for those mailboxes.

Only an authorised admin can assess workspace administration options, and controls depend on role, plan, and provisioning state. If a plan change is being considered, check current availability and terms rather than relying on an old worksheet. Live prices, upfront term totals, taxes, availability, and renewal terms should be checked at /pricing or authenticated checkout.

Confirm the review is useful

After the admin responds, update the worksheet with confirmed plan allowances and any verified usage figures, including when they were checked. Leave estimates labelled as estimates and unknowns labelled as unknown. The review has worked when each independent mailbox has a purpose, a clearly identified per-mailbox allowance, and an honest status that supports the next discussion.

Repeat the inventory when mailbox responsibilities or plans change, or when a mailbox’s storage becomes a concern. This is a planning record, not a guarantee that every mailbox will have the same demand or that one plan option will suit the whole workspace.

• Check that aliases have not been counted as independent mailboxes without confirmation.
• Match each mailbox to its own Starter, Standard, or Premium allowance.
• Ask an authorised admin to verify unclear figures and available options.