How do you force Exchange to permanently delete "Deleted Items"?

Posted on 2006-05-05
Last Modified: 2012-07-27
I have a user that recently exceeded her mailbox quota (200MB).  She went through and deleted a ton of emails, a bunch of sent emails, lots of large attachments, etc.  After doing so, she also emptied out her Recycle Bin in Outlook.  Now, when she views the mailbox size in Outlook, it shows that the "Local Data" is roughly 35MB (well under the quota)...but that the "Server Data" is still over 200MB.  She deleted all of these emails two days ago, yet the information on the server has never updated.  I've tried running the Exchange "Cleanup Agent" thinking that might fix the discrepancy...but no such luck.

How do you force Exchange to permanently delete "Deleted Items"  for one particular mailbox (and only this one time)?  Thanks in advance.
Question by:brian_vt_hokie
    LVL 35

    Expert Comment

    open the user's account properties via ADUC (active directory users and computers)
    go to exchange general tab
    click on storage limits
    over there you have the option to configure user's deleted items retention settings

    you can change it at the above mentioned location for this specific user.. the settings defined at mailbox level override the settings defined at the mailbox store level
    LVL 18

    Expert Comment

    You can use this at client side:

    To Automatically empty the Deleted Items folder:
    On the Tools menu in Outlook , click Options, and then click the Other tab.
    Select the Empty the Deleted Items folder upon exiting check box.
    If you want, turn off notification before automatically emptying the Deleted Items folder. To turn off the notification:
    Click the Tools menu
    then Options
    then click the Other tab
    Click Advanced Options.
    Clear the Warn before permanently deleting items check box
     To turn off automatic emptying of the Deleted Items folder, clear the Empty the Deleted Items folder upon exiting check box.
    To Manually empty the Deleted Items folder:
    On the Go menu, click Folder List.
    In the Folder List, right-click the Deleted Items folder, and then click Empty Deleted Items Folder on the shortcut menu.
    LVL 18

    Expert Comment

    Or You can go to Active Directory Users and Computers and then find user account ..Right click go to properties...Exchange General...Storage Limits...Deleted Items Retention ...uncheck Use Mailbox Store default and give the value for Keep deleted Items for Days as 0 to delete permanently.
    LVL 35

    Accepted Solution

    > "Local Data" is roughly 35MB (well under the quota)...but that the "Server Data" is still over 200MB.

    The server data is present because the deleted items retention is set at the mailbox store level. Even if you empty the deleted items folder from the outlook client the deleted items would be stored in the server according to the rentention settings on the server.

    if you modify the individual mailbox settings to 0 days for deleted items retention that the server data would be 0..

    after making the above mentioned change the user will not be able to recover any data that he/she deletes because the retention period is set to 0.
    LVL 10

    Author Comment

    Thanks.  It's kind of a pain that you can't "force" a particular mailbox to delete the deleted items.  Particularly when you have a user that can no longer send/recieve emails because she's still "over the limit".

    All of our users are using the mailbox storage defaults.  So in ADUC, I set her to account to keep Deleted Items for 0 days.  I guess it will update at some point, but it didn't do it immediately.  FYI.

    Anyway, thanks alot guys!
    LVL 1

    Expert Comment

    Actually, you can go into the Outlook client to "Recover Deleted Items..." under "Tools" and purge any previously deleted items to free space in her account.

    Expert Comment

    No one solution above works.

    In Mailbox Store Properties:
    "Keep deleted itens for (days)" = 0 (zero)
    "Keep deleted mailbox for (days)" = 0 (zero)
    "Do not permanently delete..." = unchecked.

    In Mailbox Store -> Mailboxes we have a user (by example) with "Size (KB)" = 1.488 and "Deleted Itens (KB)" = 3.759.180
    LVL 1

    Expert Comment

    IT Compsis, I believe you're mixing different settings. Deleted items will remain in the recycle bin until it is cleared unless you have a recipient policy setup to remove them. Recipient policies can be setup to auto delete items based on a count or a size. You can set one of those up under "Recipient Policies". The email retention settings refer to emails deleted from deleted items. If deleted item retention is turned on, your database will retain emails that are deleted from the Recycle bin for whatever period specified. If you have Deleted item rention turned on, you can follow my instructions above to purge them or just wait out the retention period.

    Expert Comment

    I also set the Recipient Police (default police) but the Deleted Itens still there...
    After Mailbox Managment process I receive this msg:

    "The Microsoft Exchange Server Mailbox Manager has completed processing mailboxes
    Started at:      2009-07-13 12:21:59
    Completed at:      2009-07-13 12:22:29
    Mailboxes processed:      157
    Messages moved:      0
    Size of moved messages:      0,00 KB
    Deleted messages:      3518
    Size of deleted messages:      251,30 MB"

    Follow screenshot with Recipient Police configuration...


    Expert Comment

    My big problem is that we have Exchange Standard version and physically the First Storage has 37 GB STM plus 40 GB EDB but 38 GB is deleted itens...
    LVL 1

    Expert Comment

    You've got 90 days of deleted items allowed. Add a size restriction and try it again. I bet it will work.

    Write Comment

    Please enter a first name

    Please enter a last name

    We will never share this with anyone.

    Featured Post

    IT, Stop Being Called Into Every Meeting

    Highfive is so simple that setting up every meeting room takes just minutes and every employee will be able to start or join a call from any room with ease. Never be called into a meeting just to get it started again. This is how video conferencing should work!

    Use email signature images to promote corporate certifications and industry awards.
    ADCs have gained traction within the last decade, largely due to increased demand for legacy load balancing appliances to handle more advanced application delivery requirements and improve application performance.
    In this video we show how to create a mailbox database in Exchange 2013. We show this process by using the Exchange Admin Center. Log into Exchange Admin Center.: First we need to log into the Exchange Admin Center. Navigate to the Servers >> Data…
    To add imagery to an HTML email signature, you have two options available to you. You can either add a logo/image by embedding it directly into the signature or hosting it externally and linking to it. The vast majority of email clients display l…

    737 members asked questions and received personalized solutions in the past 7 days.

    Join the community of 500,000 technology professionals and ask your questions.

    Join & Ask a Question

    Need Help in Real-Time?

    Connect with top rated Experts

    15 Experts available now in Live!

    Get 1:1 Help Now