Customising Quota messages in Exchange 2003

There have been loads of questions about customising that message that gets sent out automatically when you reach your quota in Exchange, so we’ve released a tool that allows you to do just that.  You need to download and install the tool onto your Exchange server.  If you’re running Exchange 2000, you’ll need to apply the hotfix first though.  You then need to edit the registry and add these keys:

1.Locate and then click the following registry subkey: HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\MSExchangeIs\<servername>\<mdb guid>.
2.Create a REG_DWORD value named Local System Ignores Quota and set the value to 1. This value must be set on each <mdb guid> entry. Without this, the quota service will not be able to save messages to users who are over  their shutoff (prohibit send and receive) quotas. If the Exchange server does not use shutoff quotas, this value can be set to 0, or omitted.
3.Click OK.
4.Locate and then click the following registry subkey: HKLM\SYSTEM\CurrentControlSet\Services\MSExchangeIs\servername>\<mdb guid>.
5.Create a REG_DWORD value named Disable Quota Messages and set the value to 1. This value must be set on each <mdb guid> entry. This value prevents the MSExchangeIS process from generating internal quota messages.
6.Click OK.

Then you need to stop and restart the Information store.  You can then start to modify the Quota messages which are in the QuotaMessages folder in the root of the mailbox.  The parent messages for quota template messages have the subjects: Warning, NoSend, and NoSendReceive.  The embedded message in each of these contains the quota template message which will be used to populate properties of the generate quota messages.  This is the part you can modify to suit your organisation.  But don’t change this bit…
The body of the quota message template can contain references to insertion strings (below) that will be replaced with information about a mailbox.
%1 – current mailbox size
%2 – size at which mailbox will receive warning messages
%3 – size at which the mailbox will no longer be able to send
%4 – size at which the mailbox can no longer send or receive
%5 – difference if any between warning threshold and current mailbox size
%6 – difference if any between send prohibited threshold and current mailbox size
%7 – difference if any between send and receive prohibited threshold and current mailbox size
If a limit is not set, do not reference it in the quota message template. No limit is displayed as -1.

You also need to have an account for the Quota Message Service with an associated mailbox on each server. This mailbox should be monitored so that responses to quota messages can be viewed, or the quota message template should clearly instruct the user not to respond or reply. Limitations must be set on this mailbox so that no messages can be sent to it.

Oh, how I wish that this tool had been around for Exchange 5.5 when I was the Exchange admin – I would have been able to keep my users under some sort of control with varying fierce and doom laden messages warning of dire things that would happen to them! 

Maybe I’m safer now I’m not in support any more…