Lack of space problem in Exchange mailbox

Dear Wizards, I have a question regarding the mailbox of a user. Our quota is 50 GB and hers is full. Can I export her mailbox from Administrator Shell command, but only for a pre-defined timeslot? For example: only from 2015 to Dec 2017. We'd like to reduce her mailbox size, since we cannot increase hers anymore.

Is it the optimal solution? Can you please suggest more? Many thanks!
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L0k1Network AdministratorAsked:
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AmitConnect With a Mentor IT ArchitectCommented:
Thanks for the reply, i understood your issue very well. Why i said OST, that is your cache file, stored locally and in outlook 50 GB is set maximum for OST size, which you can change using registry or remove cache mode.

Next, if you ask user to perform cleanup, user would know, what all to clean up and remove. Once user is done with the cleanup, user will automatically get more space in her mailbox. No action needed from you end. If user is unable to perform anything now, you might need to give little bit more space, so she can perform the cleanup.

Now question for you, how this user reached 50GB, don't you have mailbox limit set at DB level? So, you can control such issues.
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IvanConnect With a Mentor System EngineerCommented:
Hi,

you can do that via PS. The command would be like one below, just change date.

New-MailboxExportRequest -ContentFilter {(Received -lt '12/31/2017') -and (Received -gt '01/01/2015')} -Mailbox "<mailbox_name>" -Name <mailbox_export_name> -FilePath \\share\ivan.pst

Your account needs to be member of Mailbox Export Import group, to be able to export them.
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Marshal HubsConnect With a Mentor Email ConsultantCommented:
You can also export mailboxes for a pre-defined timeslot (from 2015 to Dec 2017) by using Stellar EDB to PST Converter. For this, Use Date option and Click on 'Save' button from the File menu to save search results in PST format. For more information, please check this link: https://www.stellarinfo.com/email-repair/edb-pst-converter.php

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Brian BConnect With a Mentor EE Topic Advisor, Independant Technology ProfessionalCommented:
I see no need to pay for a tool to do that in a one-off situation.

If you are uncomfortable with powershell, although it's probably easiest, you could also just create a PST file, set up a filter in Outlook to only show older email and drag and drop.

Also be sure that she identifies stuff she doesn't need like old deleted items, calendar items, sent items.
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L0k1Network AdministratorAuthor Commented:
Hi Ivan, I followed your suggestion but it only exported the mails in that time range and did not delete them; thus the mailbox size remained the same.

How can we also delete those emails? so that we can reduce the mailbox's size?

update1: I found this command, tried but did not work

Search-Mailbox -identity user_name -TargetMailbox administrator -TargetFolder Inbox -searchquery {Received:> 11/01/2016 and Received:<4/15/2018)} -DeleteContent -Force 

Open in new window


and the result:
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AmitConnect With a Mentor IT ArchitectCommented:
50 Gigs? Why don't you ask user to perform the cleanup. Moving to PST is not a great idea. If PST got corrupted, which it normally corrupt, you are in big trouble. If i am in your place, i might increase the mailbox limit and remove cache mode for her. Or just change registry file to accommodate OST above 50GB.
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Brian BConnect With a Mentor EE Topic Advisor, Independant Technology ProfessionalCommented:
Following along with what Amit said, is it possible to set up an Exchange archive? It's a much better way to handle this and will benefit all users. It is a larger scope than this problem, of course.
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Mohammad Ishtyaq KhatriConnect With a Mentor Commented:
Agreed with Brian and Amit. Is there a official retention policy that users should follow? Maybe you need to check that, This can be a global issue if you get more of such users in the future.
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L0k1Network AdministratorAuthor Commented:
Hi,  but she is using only OWA, even when I archive her mailbox, its size did not reduce !  Is there another way?
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SysToolsConnect With a Mentor Data Expert - Recovery,Backup,MigrationCommented:
Take a look at SysTools Exchange Exporter Guide:
https://www.systoolsgroup.com/exchange-export/how-it-works.html  to reduce the size of the specific Mailbox database by using the Date Filter of the software as your need [Dec 15th to Dec 2017 ] into the PST mailbox,

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You can also apply different filter according to Different Section including in the Mailbox. After reducing the size of the mailbox, you can import than the rest database into to the using Systools Exchange import. Check the complete process to import PST File to Exchange :

https://www.experts-exchange.com/articles/32023/Import-PST-File-to-Exchange-2016-13-10-07-Mailbox-Complete-Guide.html

Hope this method helps you to manage archive mailbox!
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AmitConnect With a Mentor IT ArchitectCommented:
Check for litigation hold. If that is enabled, user might have breached the 50GB limit. It is under mailbox properties.
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L0k1Network AdministratorAuthor Commented:
Hi Amit, I think you might misunderstood our situation:

"50 Gigs? Why don't you ask user to perform the cleanup. Moving to PST is not a great idea. If PST got corrupted, which it normally corrupt, you are in big trouble. If i am in your place, i might increase the mailbox limit and remove cache mode for her. Or just change registry file to accommodate OST above 50GB."

Our problem is not the .PST file in her PC but her mailbox in our Exchange Server. She is only one example, we do not have enough resource for increasing users' mailboxes then they are about full.

So how can we reduce the users' mailboxes size in Exchange server?
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L0k1Network AdministratorAuthor Commented:
Yes, I knew how to set the limit of mailbox size in DB level as well as to change registries to have .PST file more than 50 GB

I'm just looking for the method that we - as SysAdmin role, can do cleanup the mailbox size for users (not only one, but bulk users at the same time)

Example: 10 people have mailboxes more than 50 GB. After export their mailboxes to .PST files (time range from 01 Jan 2017 to 31 Dec 2017) and handover them to the owners, we will delete all emails in their mailboxes at that time range, AND at the same time. So it there any command for that task?
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AmitConnect With a Mentor IT ArchitectCommented:
As I said already, PST is not the right method. I advise you to look for archiving option, within Exchange. You can create the archive mailbox and move the data to archive mailbox. If you have premium license, you can do it right now.
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AmitIT ArchitectCommented:
I don't see any more query from author. I am closing this question.
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