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Preventing a user from deleting their emails

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by drmweaver 1 view

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I have a user that is deleting all their emails whether they've been read or not, they just go and delete them. Is there a setting on exchange or in outlook that I can set that will disable their ability to delete emails???

10 replies

by w2ktechman

keep the deleted emails on the exchange server for, say, a week. Just in case a recovery is needed.

by drmweaver

Doing that now, but would rather prevent her on the workstation side so that I don't have to recover her emails for her each and every time. Believe me this is a PAIN child.

by w2ktechman

recover the emails herself?

In outlook click on the deleted items folder, then go to 'tools' then 'recover deleted items'

by faradhi

Rather than looking for technical solution to solve a human issue, address the human issue.

Speak to the user (which I am sure you have) and then their immediate supervisor. In the event of no change in the user's behavior, have your immediate supervisor speak to their supervisor.

by drmweaver

Already went that route. Spoke with my supervisor, who then spoke with their supervisor, and they aren't doing anything about it, but when the emails aren't getting read, and I spend 30% of my time recovering them, I'm the one getting yelled at. So I would prefer to go the technical route and just make it all stop.

by w2ktechman

should make it known to her supervisor, that your staff has many things to do and should not be in charge of data usage for each user. Although recovery of items is a part of the job, managing data IS the end users responsibility, and asking for daily recovories is not acceptable when it can be easil avoided.

Another thought, setup a .pst file for her to store data. Some people who receive a lot of mail, need to move/delete from the mailbox frequently to send/receive email. And set up the auto archive.

by charliespencer

Remove the delete icons from the toolbars. Then she'll at least have to either right-click or do a File, Delete to get rid of them.

Change the Advanced settings so her Deleted Items folder isn't dumped automatically.

Have all her mail delivered to a Public Folder. Set her up as the only one with access, and deny Change access.

Create a rule that copies all incoming messages to another folder in addition to the Inbox, or to a .PST, or saves them as files. Yeah, that's the ticket.

Ask why she's deleting messages before reading them. Is she getting a lot of spam and accidentally deleting the good with the bad? Is she constantly getting "mailbox full" warnings? Do co-workers bombard her with large attachments?

by tim

You could set up a seperate account and give her permission to open the account Via outlook as her mail box but give that user all access except delete. To do this you would need to adjust the permissions inside of outlook opening the mailbox as the user. Right click on the Mailbox - Username and adjust the permissions there and on every folder on down. Another alternative is to have all messages copy to another mailbox (There supervisor) so that if they just get deleted at least someone else has a copy of the message.

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