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How do i manage the disk space used by mailing lists?
Question asked by William Young - 10/3/2022 at 12:36 PM
Answered
I have several mailing lists in a domain that are several years old.  Together they contain over 100GB in the "previously sent messages" folder.  How do I clean up that disk space?

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Kyle Kerst Replied
Employee Post Marked As Answer
I don't believe we have any automatic cleanup routines built-in to SmarterMail for this, but you could clean these up manually to recover the space you need. The mailing list's previously sent messages list exists as a folder on the server's disk, and within it you'll find GRP files containing that mail data just like a user account has. So, you can clean these up and it'll return that missing space! I'd recommend a process like this one: 

1. Stop the SmarterMail system service and monitor the Task Manager until it drops from the Details tab. We don't want to make any disk level changes while SmarterMail is in memory. 
2. Navigate to the Mailing List directory on the disk (variation of C:\SmarterMail\Domains\domain-name.com\Lists\MailingList-test\Previously Sent Messages) make a backup of the files you want to remove, then delete those GRP files and the mailbox.cfg file.
3. Start the SmarterMail system service back up and confirm you've recovered that missing space. 

I did a quick test on this here in my test server and did not see any adverse affects on the mailing list itself, but I do recommend backing up those files before you purge them. Let me know how that works out for you!
Kyle Kerst System/Network Administrator SmarterTools Inc. (877) 357-6278 www.smartertools.com
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William Young Replied
It might be a good idea to build something into the management interface to handle this kind of thing while the server is live.  Not everyone can have the server down long enough to back up a large volume of files and delete them.

Thanks for getting back to me so quickly. 
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Kyle Kerst Replied
Employee Post
You're very welcome, and I agree 100% William! I'll be submitting a feature request to have this implemented in the future. I'll link this community post to it so we can reach out if we have any questions on planned usage. Have a good one!
Kyle Kerst System/Network Administrator SmarterTools Inc. (877) 357-6278 www.smartertools.com
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Kyle Kerst Replied
Employee Post
Hey William, I just wanted to let you know I was able to get this submitted as a feature request and have sent it over to our Product Management team for review and further discussion. Thanks for your suggestions on this!
Kyle Kerst System/Network Administrator SmarterTools Inc. (877) 357-6278 www.smartertools.com
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Jay Dubb Replied
Definitely want to up-vote this.  One of our customers has dozens of lists and runs up GB of "previously sent" list mail on a regular basis.  They have no expectations that old messages would be retained (are they even visible to non-admin users??) so we would certainly want an auto-purge function... or even better, the ability to TURN OFF the auto-retention feature so this stuff doesn't sit around wasting space while waiting to be purged.
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+1
Gabriele Maoret - Head of SysAdmins at SERSIS Currently manages 6 SmarterMail installations (1 in the cloud for SERSIS which provides services to a few hundred third-party email domains + 5 on-premise for customers who prefer to have their mail server in-house)
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Jay Dubb Replied
Kyle-- if a user wanted to view the previously-sent List mail, where would they view it?  Or is that only for admin access?
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Kyle Kerst Replied
Employee Post
@Jay Dubb: The Mailing List administrator can navigate to Settings>Mailing Lists and see the same statistics/details as you would from the domain admin side or system admin side. Is that what you're looking for?
Kyle Kerst System/Network Administrator SmarterTools Inc. (877) 357-6278 www.smartertools.com
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Jay Dubb Replied
@Kyle:  The root of the question is, what is the rationale for archiving a full copy of every message sent to each list?  Is there some kind of "Sent" viewer where a list admin can view copies of every prior message sent to the list?

For example, one of our customers has dozens of lists and their senior IT administrator is the creator/owner of each, but he is not a subscriber to most of them-- especially not on the lists used by senior leadership for confidential topics.  That customer has generated many GB of messages stored in the various \Previously Sent folders.  

As list owner, does he have a viewer where he can look at all those prior list messages?  Or is that content only available to server administrators with console access to the .GRP files?

We're trying to understand the actual purpose of the \Previously Sent folders.
 

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