Handling extra large mailbox for difficult user

Posted on 2011-04-28
Last Modified: 2012-05-11
I use Exchange 2003 and Outlook 2007.  I have a user, who is a special case and difficult at best, with a 17GB mailbox and a 9GB archive file.  I am seeking some advice on how to handle this users mailbox.  The user is extremely unreasonable and refuses to delete old mail.  I cant go in and delete mail myself and neither can anyone else.  I do try to delete some when I can, but its never enough.  I am switching to exchange 2010 by years end, will this allow me to better handle the users mailbox and what measures can I take now to handle the mailbox that will also allow me to easily migrate this user to Exchange 2010?
Question by:fredleone
    LVL 16

    Expert Comment

    Is his mailbox getting overloaded with spam? Also have him archive another file out or transfer more mail to the existing one.  He probably has an overloaded recycle bin and should empty it.  Gonna have to work out something with the user for that is huge and ridiculous in my opinion.

    You could set a size restriction on his mailbox so he is then forced to delete old messages if he wants to be able to recieve new ones.
    LVL 8

    Expert Comment

    You could create a different database for the user.  On larger networks I have create an exec database for the managment teams and it seems to work well.  What Verison of Exchange 2003 are you running standard or enterprise?
    LVL 23

    Assisted Solution

    by:Malli Boppe
    17gb of mail is way too much mail.You can create pst files for each yr or for every 6 months and per folder.
    Make sure you have multiple copies of pst files.
    Inform the  management  about mailbox management and if they really want to keep these old emails for lagal reason then try looking at a 3rdparty archiving solution.

    Author Comment

    As far as this user goes there is no management that can/will enforce anything.  Unfortunately everything I do with this user has to be somnewhat transparent.


    This user can't be forced with things like hard mailbox restrictions.  If mail doesn't make it in then there will be big big problems.  This user is our highest grossing partner and pretty much dictates things around here.


    I have already created a seperate database for the user.


    As far as third party solutions go what would you (or anyone else for that matter) recommend?
    LVL 8

    Accepted Solution

    Have you defragged just his database?  Having the user in his own database will at least not affect other users.  Have you tried to explain to the partner/office manager when it is time to move the mailbox how much time it will take just to move his email?  Have you looked at something like this?
    I work in the consulting field and run into people like this all the time.
    LVL 16

    Expert Comment

    As stated by Mboppe, you could setup an archive every 6 months and share the folder where the pst's are stored and setup a backup to the server or to an external etc.

    Author Closing Comment


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