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Outlook INBOX emails are moving to Archive Folder

Posted on 2013-11-03
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Last Modified: 2013-12-02
In our exchange 2010 environment, we have applied messaging records management (MRM) and where by all users email will remain in Outlook  INBOX for 4 months retention and afterwards it will move to another folder called "Project folder(INBOX)"  with 18 months retention. The issue is one of our director applied outlook rule and that is any email coming to Outlook INBOX (where 4 months retention) will redirect to Projectfolder (INBOX)(18 months retention) with exception of u1, u2,u3, u4 etc. meaning that u1,u2,u3, u4 emails will be in Outlook inbox and rest of emails will move to Projectfolder(inbox). The problem is Outlook INBOX is keeping only 3 weeks emails from U1, U2, U3, U4, and rest of emails are automatically moving to ProjectFolder(Inbox), as per retention policy emails of 4 months should stay in Outlook folder but in this case only 3 weeks emails are remaining in OutlookINBOX folder. Can you please advice what things should I need to look at for investigation.
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Question by:ipsec600
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Manpreet SIngh Khatra earned 500 total points
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Is there only one retention ?
Check his Rules ..... all of them and AutoArchiving policy, as if its not server something local.

Can try to create a new profile on a different machine and isolate

- Rancy
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by:ipsec600
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Hi Rancy, Thank you for your reply.

We have two retention policy one is applied for Outlook INBOX with 4 months retention, and another one is Project folder(INBOX) with 18 months retension. I have checked server side and found retension policies are perfectly applied in user mailbox. Now only thing I will check that will create a new profile and different machine and try to isolate the issue and update the same.
I have checked in his outlook and found that he has created a custom rule whereby all emails will move to   Project folder(INBOX) with exception of u1, u2,u3, u4 etc. meaning that u1,u2,u3, u4 emails will be in Outlook inbox and rest of emails will move to Projectfolder(inbox), but unfortunately users emails are not staying for 4 months in outlook Inbox rather statying for only 3 weeks and automatically moving to Projectfolder(INBOX). Do you advice for any other workaround that I could address to attend the issue please.
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by:Manpreet SIngh Khatra
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In such scenarios we can also play with OWA\Webmail, but user has to participate along as for them it isnt to user friendly :(

If not we can try to create a custom Policy and add to this user, to me it isnt a Policy issue but more of something on Client end as i assume. As if it would be policy it would have affected large number of users

- Rancy
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by:ipsec600
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Hi Rancy, thanks for your reply,currently i have put that mailbox in retention hold just to check whether is stopped the issue to reproduce or not, and accordinly will investigate outlook side as per your recommendation..
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by:ipsec600
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Hi rancy, thanks for your help, the issue resolved cause it was client end archive settings, and after removing the local archive settings, everything is working as expected.
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