Managing Deleted Items under Default Managed folders in Exchange 2007

Default Manged folders are managing the default folders which is created by default in every mailbox like Inbox, Deleted Items, Send Items etc. Its Important that we managed some of the folders like Deleted items and sent items to keep storage utilization under control. Below is the step by step to configure to configure Mails in Deleted Items folder which are older than 30 Days

1. Open Exchange management console and click on Orgnisation Mailbox and on the right, click on Managed default folder to get the below snap. This is the list of items in Default managed folder. Same we cam get throught power shell

Get-ManagedFolder

Managed Default Folders

2. Right click Delete Items and click on New Managed content settings and enter the details like show below snap and click on next and new to complete the same. Which alsow to input the details like whats the retention period of the deleted items, what action has to be done , when retention priod reaches. Same can be done with the powershell command

new-ManagedContentSettings -Name ‘Delete_DeletedMails_30Daysold’ -FolderName ‘Deleted Items’ -RetentionAction ‘DeleteAndAllowRecovery’ -AddressForJournaling $null -AgeLimitForRetention ‘30.00:00:00’ -JournalingEnabled $false -MessageFormatForJournaling ‘UseTnef’ -RetentionEnabled $true -LabelForJournaling ” -MessageClass ‘*’ -MoveToDestinationFolder $null -TriggerForRetention ‘WhenMoved’

New Managed Content Settings

3. Once we are done this then we have to create Managed mailbox folder policy and added Managed folders(deleted items) and apply the same to the required mailboxes. To do this right click on Mailbox on Microsoft Exchange orginisation  in EMC and in the Result pane click on Managed folder policy and in the Action pane click on “New Managed Folder Default policy” and enter the required details as shown in the below snap and add Deleted Items and click on New to create the same. Same can be done with Powershell command

new-ManagedFolderMailboxPolicy -Name ‘DeletedItems_Retention_Policy’ -ManagedFolderLinks ‘Deleted Items’

New Managed Folder Mailbox Policy

 

4. Now need to apply to the individual user by going to the individual mailbox properties from Exchange management console properties ->  Mailbox settings -> double click on Message Records Management and browse and apply the new managed folder maibox policy created and apply the same.  Below is the snap of the same. Same also can be done with powershell command

Set-Mailbox -Identity <username> -ManagedFolderMailboxPolicy “Managed Folder Mailbox Policy Name”

To apply all the mailbox in the Exchange orginisation

Get-Mailbox  |Set-Mailbox -Identity <username> -ManagedFolderMailboxPolicy “Managed Folder Mailbox Policy Name”

RMS

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

5. Once we apply the policy to the mailboxes we have schedule the policy to run every day.  Right click on the Exchang Mailbox server -> Properties under Server Configuration and click on Messaging Records Management and Customise the required time

RMSSchedule

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6.  You can force this settings to apply for the individual server or mailbox using below mentioned command

Start-ManagedFolderAssistant –Mailbox <Mailbox>
Start-ManagedFolderAssistant –Identity <ServerName>

3 thoughts on “Managing Deleted Items under Default Managed folders in Exchange 2007

  1. Hi,
    I’m looking to deploy policy for the deleted items, I have users whose deleted items with thousands of items and they don’t clean it. Is it possible to deploy Deleted items policy on DB level? If yes, how can I do that?

    Thanks,
    Hussain

  2. Hi,

    Your powershell command for applying to all mailboxes is incorrect. It should be:

    Get-Mailbox -ResultSize |Set-Mailbox -ManagedFolderMailboxPolicy “Managed Folder Mailbox Policy Name”

    where means either enter the number of mailboxes or set it as unlimited. This is necessary becasue the default is to apply to the first 1000 records only.

    Cheers
    Sneeka

    • Aparently the reply box left out part of my script. Please see below:

      Hi,

      Your powershell command for applying to all mailboxes is incorrect. It should be:

      Get-Mailbox -ResultSize “Number of records|Unlimited” |Set-Mailbox -ManagedFolderMailboxPolicy “Managed Folder Mailbox Policy Name”

      where “Number of records|Unlimited” means either enter the number of mailboxes or enter “Unlimited” without the quotes. This is necessary becasue the default is to apply to the first 1000 records only.

      Cheers
      Sneeka

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