Use Mailbox Manager recipient policies

Learn how to create policies with Exchange 2003's Mailbox Manager.

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Exchange 2003's Mailbox Manager is a rules-based tool that helps administrators control the size of their information store. For example, you can use this tool to limit the age of messages in a specific folder.

To use Mailbox Manager to limit the age of messages in the Deleted Items folder to 60 days and the age of messages in Sent Items to 90 days, follow these steps.

  1. Open the Exchange System Manager, and expand the Recipients container.
  2. Right-click Recipient Policies, select New, and select Recipient Policy.
  3. In the New Policy dialog box, select the Mailbox Manager Settings check box, and click OK.
  4. In the Properties dialog box, enter a name for the new policy, and click the Modify button.
  5. In the Find Exchange Recipients dialog box, deselect all check boxes except for the Exchange one since this example policy only applies to Exchange mailboxes.
  6. On the Storage tab, you can decide whether the recipient policy will apply to mailboxes on all the Exchange servers in your organization, to only one server, or only to a storage group on a specific server. For this example, select Mailboxes On Any Server.
  7. On the Advanced tab, select User from the Field drop-down list.
  8. Choose the E-mail Address field from the resulting list of Exchange mailbox properties to apply the policy to everyone, and select Present in the Condition field.
  9. Click the Find Now button, and it should return all of the users with Exchange mailboxes in your Exchange organization.
  10. Click OK, read the resulting message about proxy addresses, and click OK again.

These steps involve defining where you want to apply the Mailbox Manager recipient policy.

Now, let's look at how to create the policy rules.

Follow these steps:

  1. In the policy's Properties dialog box, select the Mailbox Manager Settings (Policy) tab.
  2. Select Generate Report Only from the When Processing A Mailbox drop-down list. While this list includes three other options (Move Items To Deleted Items Folder, Move To System Cleanup Folder, and Delete Immediately), it's a good idea to choose Generate Report Only when you first create a policy. That way, you can make sure your policy actually does what you want before you start deleting items. Always take care before choosing the Delete Immediately option.
  3. The default setting selects all folders for processing. For this example, deselect all of the folders except for the Deleted Items and Sent Items folders.
  4. Select each item, and click the Edit button. Change the Age Of Items parameter to 60 days for the Deleted Items folder and 90 days for the Sent Items folder; deselect the Message Size check box since you're not creating a size limit, and click OK.
  5. For our example, leave the Send Notification Mail To User After Processing check box unselected. (This option enables sending a message to users once the Mailbox Manager recipient policy has processed their mailbox, and it includes the option of editing the message.)
  6. Leave the Exclude Specific Message Classes check box unselected as well. (This option allows you to omit processing messages such as notes, contacts, etc. within the folders you selected.)
  7. Click OK, and you're finished.

The new policy should now display in the right pane of the Exchange System Manager.

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