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Managing an Archive Database in SBS 2011 Advanced with Outlook 2010 Pro Plus

Posted on 2013-11-25
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Last Modified: 2013-12-02
Hi
We have an SBS 2011 On Premise Server using advanced CALS.
Our Microsoft office is 2010 Professional Plus running on a 2008 R2 Terminal Server, with a few standalone Office 2013 Professional Plus licences on Windows 7/8.
We have an 8TB JBOD (RAID10) connected to the SBS Server for additional storage needs.

Our problem is that our Exchange Database is now up to 260Gb and we only have 300Gb storage available in the current Drive pool, so we would like to Archive to the Archive Database on the JBOD any emails older than 2yrs. And our users are reaching their storage Quota limits and mail is disappearing.

From the Exchange Management Console we have created an Archive Database stored on the JBOD, applied a Retention Policy Tag and a Retention Policy of 2yrs and no delete policy.

We then added the Users who need the Archiving and enabled Archiving on their account. This completed successfully in Exchange Management Console.

However,
when we open Outlook 2010 all we see is an additional Archive Folder with a deleted folder inside it. This appeared after we enabled archiving on the account. No email moves to it and all the email older than 2 years is still in the default database on SBS

in OWA and Office 2013 we get the exact same thing.

We were under the impression that we could use Archiving in Exchange 2010 without having to purchase the enterprise version, however only view the archives from OWA and not Outlook itself. This we can live with for now until we upgrade away from SBS 2011.

We would really appreciate some help in getting the archive working properly before we run out of space or a better solution to our problem.
We can then stay with our 4Gb storage limit for mail users.
All our archived email needs to be accessible at all times.

Any help would be greatly appreciated.

Kind regards
Craig
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Question by:Greendata
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Expert Comment

by:Radweld
ID: 39680153
You need an enterprise Client Access License to use the archiving feature. All versions of Exchange should support archiving (not an SBS expert here so apologise if this wrong)

To make this work you need to create a Retention Policy Tags, the default ones are mainly listed as "Personal" which requires the mail user to manually select the type of retention from their mailbox. Right click and select the retention type listed there (if more than one tag exists in a policy)

If you create a new retention policy tag, you can then select a different tag type, You can select different policy tags and assign them to each mailbox critical folder (Inbox, Sent Items, Deleted items etc) You can also select all folders here.

Once the tag is created you need to assign this to a retention policy then then assign mailboxes to use that retention policy.

Hope this helps.
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Author Comment

by:Greendata
ID: 39687567
Hi Radweld
thanks for the reply...
We actually had already done all that as per our question text. It just took up to two days for all the mail to appear in the archive. I needed some patients...

Thanks for verifying the licensing requirement, however I am still a little unsure on whether SBS Advanced Cals qualify or not, or we do actually require enterprise Cals in SBS 2011

So I will leave the question open for now and see if I get a definitive answer.

Thanks again.. :)
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Expert Comment

by:Radweld
ID: 39687788
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Author Comment

by:Greendata
ID: 39688652
Hi Radweld

Too me the article reads that we do require enterprise Cals ?
Which paragraph do you believe says we can use our premium SBS Cals for archiving and do not require exchange enterprise Cals

Refer Centre of Table on page 2

Exchange Server 2010 Enterprise CALs are required to access Exchange Server Enterprise functionalities, e.g., Custom Retention Policies, Personal Archive, Voicemail, Information Protection and Compliance, etc.
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Accepted Solution

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Radweld earned 1500 total points
ID: 39689355
Sorry, according to that article and as I originally expected, you need Enterprise CAL's in order to use Exchange 2010 personal archives. I did wonder if SBS licensing gave you this feature but it doesn't seam like it.
SBS2011.JPG
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Author Closing Comment

by:Greendata
ID: 39691107
Thanks Radweld
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