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

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.
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brian_vt_hokie
Asked:
brian_vt_hokie
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1 Solution
 
rakeshmiglaniCommented:
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
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amaheshwariCommented:
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.
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amaheshwariCommented:
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.
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rakeshmiglaniCommented:
> "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.
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brian_vt_hokieAuthor Commented:
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!
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Coupland2000Commented:
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.
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TI_CompsisCommented:
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
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Coupland2000Commented:
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.
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TI_CompsisCommented:
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...

Thanks.
config-policy.JPG
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TI_CompsisCommented:
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...
del-itens-size.JPG
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Coupland2000Commented:
You've got 90 days of deleted items allowed. Add a size restriction and try it again. I bet it will work.
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