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Creating a 60 day retention policy for a single user inbox
Hello,
Here is my best description of a back story.
I am working on a ticket right now for an Exchange Mailbox that fills up, and has to be cleared. I have already cleared the mailbox, but I would like to not have this pop up every once in a while if it’s possible. This Exchange Mailbox is only used to work with their faxing system. It is a system that the previous company that was managing this system built I believe. Every time they send an email to the user email address from the scanner, it gets saved in the user mailbox. This causes it to fill up over time and then you have to clear it, or they can’t use the email account.
The things that I ran in to on this email box are
• No one knows the password of the mailbox, and I don’t want to reset the password to screw up something.
• The work around for getting in to this mailbox, is setting my domain email account to be able to manage the mailbox, adding the mailbox to my account in the properties of my mail profile in Outlook, and manage clearing it out that way.
Questions that I’m trying to figure out
• Can we set this mailbox to have a 60 day retention policy on the mailbox? I looked up some retention policies, but they were only for deleted items. Maybe I haven’t the right phrase to look up yet?
• Is there a better way to manage this mailbox without setting mailbox retention on it?
Hopefully this all makes sense
Thanks in advance
Here is my best description of a back story.
I am working on a ticket right now for an Exchange Mailbox that fills up, and has to be cleared. I have already cleared the mailbox, but I would like to not have this pop up every once in a while if it’s possible. This Exchange Mailbox is only used to work with their faxing system. It is a system that the previous company that was managing this system built I believe. Every time they send an email to the user email address from the scanner, it gets saved in the user mailbox. This causes it to fill up over time and then you have to clear it, or they can’t use the email account.
The things that I ran in to on this email box are
• No one knows the password of the mailbox, and I don’t want to reset the password to screw up something.
• The work around for getting in to this mailbox, is setting my domain email account to be able to manage the mailbox, adding the mailbox to my account in the properties of my mail profile in Outlook, and manage clearing it out that way.
Questions that I’m trying to figure out
• Can we set this mailbox to have a 60 day retention policy on the mailbox? I looked up some retention policies, but they were only for deleted items. Maybe I haven’t the right phrase to look up yet?
• Is there a better way to manage this mailbox without setting mailbox retention on it?
Hopefully this all makes sense
Thanks in advance
ASKER
Thanks for the response. Yes it is Exchange 2007. I know you can apply it to any folder, I'm just unclear on how to. It is definitely for a single mailbox on what I'm trying to accomplish. Is there a way to do this with out having Outlook open at all times?
They would at least like some sort of record just in case the company has to reference something. 60 days is about what they would need just to ensure that the scans are going through.
They would at least like some sort of record just in case the company has to reference something. 60 days is about what they would need just to ensure that the scans are going through.
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ASKER
This helped find the issue that the Exchange server doesn't have any enterprise CALs on it. This is why I was unable to get the inbox to hold the retention policy properly.
ASKER
Helped me find the solution I was looking for.
For Exchange 2007, it is termed as Messaging Records Management. You need to create a Managed Content setting first, then create a managed folder policy and apply this policy to the mailbox.
For Exchange 2010, create a retention tag (and select folder type as Inbox) and create a retention policy and apply that policy to the mailbox.
If its for a single mailbox, you can create an outlook rule to delete the emails but that would require outlook to be open I guess.
Or if you dont need those emails to reach that mailbox, you can create a transport rule to silently drop scanner messages sent to that email address.