Because we're
retaining messages
for five years, enter
1827 (365 days × 5
years + 2 days for
leap years). Set the
retention period to
start when an item
is moved into the
folder, then set the
items to be permanently deleted
when the retention
period expires, as
I've done in Figure 3. A permanent
delete removes
the item from the
database, so users
won't be able to
use the Recover
Deleted Items
feature to retrieve
items from the
dumpster.
Click Next,
and you'll see a
screen explaining
that journaling can
be used to automatically forward
a copy of an item to
an alternate location. You might
want to investigate
using the journaling option in other
scenarios, but for
this example click
Next to skip it, and
you'll see a screen
displaying a summary of the configuration settings
you're implementing. Click New to
create the settings. When the process is completed, click Finish.
Set a Mailbox
Retention Policy
So far we've created a folder for the Contoso
account and set a retention policy for it. As
you'll recall, though, our other goal was to keep
user mailboxes cleaned out by preventing messages from being stored for more than three
months. To do so, we'll create a mailbox retention policy that's similar to the one we created
for the Contoso Account folder.
Navigate through the Exchange Management Console tree to the Organization Configuration\Mailbox container. When you select the
Mailbox container, the details pane displays a
series of tabs. Select the Managed Default Folders tab to display a list of all the default mailbox
folders.
Right-click the Inbox folder, and select New
Managed Content Settings from the shortcut
menu to launch the New Managed Content
Settings wizard. As before, you'll enter a name
for the new setting. Let's call this policy ThreeMonth Retention.
For this article, set the message type to All
Mailbox Content. For other policy scenarios,
you could segregate messages by categories
such as documents, calendar items, meeting
requests, voicemail, and so forth. Now select
the Retention period (days) check box, and
set the retention period to 90 days. Configure
the retention period so that it begins when an
item is delivered to the mailbox. Set the end-of retention-period action to move expired items
to the Deleted Items folder.
Click Next, and you'll see the Journaling
screen. For the purposes of this example, we're
not interested in journaling copies of every message, so click Next. You'll see a summary of the
new managed-content settings. Assuming that
all the information is correct, click New to create
the new policy. When the process is completed,
click Finish. (Note that you could also apply this
policy to the Sent Items folder.)
Create a Managed-Folder
Mailbox Policy
Although we've set a retention period for the
Inbox, we still have to create a policy that references this retention period. The policy lets you
group together multiple managed folders in a
single step.
To create this policy, navigate through the console tree to Organization Configuration Mailbox. Select the Mailbox container, and click
the Managed Folder Mailbox Policies tab in the
details pane. Next, right-click in an empty area
of the details pane and select the New Managed Folder Mailbox Policy command from
the shortcut menu. When you do, Exchange
launches the New Managed Folder Mailbox
Policy wizard.
Once again, start by entering a name for the
policy. For this scenario, call the policy Managed Folders. Now, click Add to reveal a list of
available folders. Choose Inbox from the list
and click OK, then New, then Finish.
At this point, repeat the procedure to create
a second managed-folder mailbox policy. Let's
call this one Contoso. You'll do everything the
same as before except that rather than associating the policy with the Inbox, you'll associate it
with the Contoso Account folder that you created earlier.
Associate the Policy with
Mailboxes
You've created a policy that you can associate
with the user's mailboxes to effectively place
a three-month maximum retention period on
mailbox items. To add the policy to a mailbox,
navigate through the console tree to Recipient
Configuration\Mailbox. The details pane displays a list of available mailboxes. Right-click
the mailbox you want the policy applied to, and
select the Properties command from the shortcut menu. Exchange displays the mailbox's
properties sheet.
Register
