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Creating Exchange Cleanup Policies

Applies to: User Mailbox

Exchange cleanup policies determine what happens to messages after they are archived. You can replace messages with stubs so that users can recall archived messages, or you can delete messages without replacing them with stubs. If you choose not to create stubs, users cannot recall archived messages from email clients.

Procedure

  1. From the CommCell Console, expand Policies > Configuration Policies.
  2. Right-click Exchange Policies, and then click New Cleanup Policy.

    The Create New Cleanup Policy dialog box appears.

  3. On the General tab, in the Policy Name box, type name of the policy.
  4. On the Messages tab, select the Enable these message rules check box, and then define the stubbing and cleanup rules.
    1. Do either of the following:
      • If you want to allow users to recall messages, select Replace message with a stub.

        After the messages are archived, attachments are removed from the messages on the Exchange server and a stub is created.

      • If you do not want to allow users to recall messages, select Delete messages.

        Messages are deleted from the Exchange server after they are archived, but they are not replaced by a stub.

    2. If you select Replace message with a stub, do any of the following:
      • To allow users to recall the message from an email client, select the Add recall link to stub body check box.
      • To leave the message body in a stubbed message, select the Leave message body in the stub check box.
      • To limit the size of the stubbed message based on the message body length, select the Truncate body to check box, and then type a value (in bytes) into the corresponding box.

        In this case, the body of the message is kept when it is less than or equal to the length of the maximum value that you set. The maximum value is measured in the number of characters, including spaces.

    3. In the Clean up messages that meet these criteria area, define which messages will be stubbed or deleted from the Exchange server based on their age and size.

      Messages that meet both of these criteria are deleted.

      Tip: We recommend that you cleanup messages older than 60 days.

    4. Select the Only messages containing attachments check box to stub and delete or delete only the messages that include an attachment.
    5. Select the Skip unread messages check box to prevent unread messages from being stubbed or deleted.
  5. On the Quota tab, define when cleanup occurs based on media usage.
    1. To delete messages when a specific percentage of Exchange server space is used, select the Used disk space check box and then specify the percentage of the total disk volume.
    2. To delete messages when a percentage of the mailbox quota that is defined in the Exchange archive policy is exceeded, select the Mailbox Quotas check box, and then do both of the following:
      • In the Start cleaning up messages when mailbox size reaches box, type a value (in percent) to start clean up.
      • In the Stop cleaning up messages when mailbox size reaches box, type a value (in percent) to stop clean up.
  6. On the Filters tab, define which folders and message types will be cleaned up.
    1. On the Include Folders subtab, select the folders that you want to clean up from the Available list, and then move them to the Selected list.
    2. On the Exclude Folders subtab, select the folders that you do not want to clean up, and then move them to the Selected list.
    3. On the Exclude Message Types subtab, select the message types that you do not want to clean up, and then move them to the Selected list.

    Note: If the same folder is selected for both inclusion and exclusion, inclusion takes precedence.

  7. On the Source Pruning tab, define whether stubs and messages are pruned from the mailbox on the Exchange server and when.

    Based on the settings that you define on this tab, messages are pruned whether or not they have been archived. To prevent unprotected messages from being pruned from the Exchange server, make sure that you have enabled the message rules on the Messages tab.

    1. Select the Stubs check box to prune stubs.
    2. Select the Messages check box to prune messages.
    3. In the Older than n days based on received time box, type the number of days after which the selected items are pruned.
  8. Click OK.