You can check your usage by using the Lotus Notes client: File/ Database/ Properties.... click on the Info tab (lower case i )
The number under File/Database/Properties (99%) is the current used space relative to the current size of the mail file. The % used will never hit 100%
It is not reflecting the current size of the mail file to your mail quota. When the number is lower, a compact is needed to get rid of the so called white space. So use the online number as a reference of your quota usage.
Mail database quotas are set as follows:
Faculty & Hospital Staff - 300mb
Students - 300mb
When creating Folders in your mail file it helps in categorizing your mail messages. This is not considered archiving.
Archiving removes the messages from the mail database, and places those items on to your local computer.
Inbox, Sent and created folders with messages in them take up space.
The All Documents folder is a view which encompasses calendar entries & all messages (regardless of location).
Archiving is a task that removes messages from the database and stores them locally on your computer.