Removing email Microsoft® Exchange Server 2007

Once GFI Archiver is configured and your organization's email is being archived correctly, you may want to create a MailboxA directory or folder used for receipt, filing, and storing messages of emails. Management Recipient Policy in Microsoft Exchange to free up space on the Exchange server by deleting email.


Before you create a new recipient mailbox management policy, you must determine the following:

  • What limits you want the policy to enforce
  • The group you want the policy to control
  • How you want the policy to handle messages that go past policy limits.

To use the Microsoft® Exchange Management Console to create new managed content settings:

1. Open the Exchange Management Console.

2. In the console tree, expand Organization Configuration, and then click Mailbox.

3. In the result pane, click the Managed Default Folders tab (or the Managed Custom Folders tab), then select the managed folder for which you want to create managed content settings.

4. In the action pane, click New Managed Content settings. The New Managed Content Settings wizard appears.

5. On the Introduction page, in the Name of the managed content settings to be displayed in the Exchange Management Console box, enter the name for the new settings (for example, Accounts Department Retention Policy).

6. In the Message type box, you can select the type of message for which you want to create managed content settings. If you select All Items, the managed content settings that you create will apply to all the items in the managed folder (except for message types for which you have created separate content settings).


You can use the New Managed Content Settings wizard repeatedly to create additional, separate content settings for different message types. When there are multiple content settings, specific settings always supersede general settings. For example, if there is a setting for All Mailbox Content and one for Voicemail, the Voicemail policy is applied to voice mail, but the All Mailbox Content policy applies to all other items.

7. To set message retention, select the Length of retention period (days) check box. The following options become active:

a) In the box to the right of the Length of retention period (days) check box, type the number of days after which the message is to expire.

b) In the Retention period starts list, select from the following options:

  • When delivered, end date for calendar and recurring tasks The retention period for mail starts when it is delivered. The retention period for calendar items and recurring tasks starts at their end date.

c) In the Action to take at end of retention period list, select from the following options:

  • Permanently delete Messages are permanently deleted and not recoverable by the user.
  • Mark as past retention date Messages are displayed in a shaded, strikethrough font in Outlook, but no other action is taken. This expiration action is used to prompt the user to take some kind of action.

8. Click Next.

9. The New Managed Content Settings page provides a summary of the settings that you have applied.

10. To complete the New Managed Content Settings wizard, click New.

11. On the Completion page, click Finish to exit the New Managed Content Settings wizard.

12. To view the new managed content settings, in the result pane of the Exchange Management Console, expand the managed folder to which you applied the settings.

13. To edit a managed content setting that you have created, right-click it, and then click Properties.


Further information on how to create an email retention policy in Exchange Server 2007 is available here: