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How to archive disable accounts

Posted on 2007-11-15
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Last Modified: 2010-03-06
hi everyone, i have lots of disable account which have got lots of emails how can i archive them or make a pst file for them and release the exchange space.

please help
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Question by:ammartahir1978
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12 Comments
 
LVL 11

Expert Comment

by:bsharath
ID: 20288209
Hi,

Use exmerge to take the backup of all disabled users mailboxes.later you can delete the email id's.
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LVL 29

Assisted Solution

by:mass2612
mass2612 earned 50 total points
ID: 20288212
Hi,

You can use the Exmerge utility to archive the old mailboxes to PST so you can delete the old mailboxes. You need to grant rights to the mailboxes first though.

http://www.petri.co.il/grant_full_mailbox_rights_on_exchange_2000_2003.htm
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LVL 13

Assisted Solution

by:vishal_breed
vishal_breed earned 50 total points
ID: 20288231
* Just deleteing mailboxes won't decrease your database size.

* After the mailbox is deleted(purged) from the database; make sure next cycle of Online Maintenance is excuted & it has marked those deleted mailboxes/mails as free space.

* You will find event ids 700, 701 , 1221.
http://support.microsoft.com/kb/555323/en-us

* Once free space is marked you need to execute offline defrag the databases.
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LVL 11

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bsharath earned 400 total points
ID: 20288233
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Author Comment

by:ammartahir1978
ID: 20289312
thank you for this but after i create the pst shall i just delete the accounts completely and will it free up the space and show me that db size is reduced and how can i check that online maintaince is enabled?
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Expert Comment

by:bsharath
ID: 20289337
After backing up using Exmerge you can delete the user.After which just go to the mail store and righ click on the store select Run cleanup.This will show all the deleted users mailboxes crossed in Red mark.Then select each mailbox and purge them or leave it as they will be deleted after 30 days retension period.
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LVL 11

Expert Comment

by:bsharath
ID: 20289353
The file size of the Exchange database will never shrink unless you do an offline defragment.  When data is removed or deleted from the database and after the deleted item retention has expired the database file still won't shrink.  If data is added to the database it will grow, if needed.  If the file were to expand and shrink at will you could imagine that the hard disk file system could get very fragmented. Unless there is a very specific reason that you need the database to shrink the database (out of hard disk space, too long backup times, etc) it is usually best to leave the database alone.  

If database is properly running online maintenance, it will reorganize or defragment the whitespace within the database allowing new data to be placed in the database without growing the file.  After each full pass of the online defrag will log a 1221 event which will also note the approximate amount of free space in the database.  My rule is that if there is less than 20% free space, leave it.  If it is more than 20% and you have to get the space down move all the mailboxes to a new database on the same server and delete the original.  Of course you can go the old fashioned route and defragment the database.

To do an offline defragmentation to reclaim the free space, you need to dismount the database and then run:

C:\program files\exchsrvr\bin> eseutil /d c:\progra~1\exchsrvr\mdbdata\priv1.edb
 
More information can be found on doing running a defragment here:
http://support.microsoft.com/kb/192185
From here...
http://exchangeexchange.com/forums/t/536.aspx


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Author Comment

by:ammartahir1978
ID: 20289419
Hi I have 70 GB HDD and out of which 15.9 Gb is free so that means 55Gb is occupied by DB, i am creating PST files for almost 20 GBwhich will make the db to 35GB , but as far as i understand from your professional opinion that the DB will still show 55GB but server will use the free space and will not grow from 55GB. right?

i agree with BSHARATH about the offline defrag as everytime i did it i have problem with mail boxes and lost emails as well.

so shall i just purge them and leave it as it is?
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LVL 11

Expert Comment

by:bsharath
ID: 20289491
Are you sure you backed the mailboxes.Make sure you have checked the Mailbox size with your pst sizes.
If they are right then if you dont have a policy to keep the disabled account mailboxes for 30 days then go ahead and purge them.
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Author Comment

by:ammartahir1978
ID: 20290373
okay i have done it is there any thing else i have to do?
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LVL 11

Expert Comment

by:bsharath
ID: 20290428
Thats it.Lets give some time for the default defragmentation.The Db size should redice or as per the above like assign a defrag
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Expert Comment

by:bsharath
ID: 20290495
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