Removing email from Microsoft® Exchange Server 2016
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.
NOTE
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.
Step 1: Create a retention tag
Use the Microsoft® Exchange admin center to create a retention tag
1. Select compliance management > retention tags and click New.
2. Select one of the following options:
| Option | Description |
|---|---|
| Applied automatically to entire mailbox | Select to create a default policy tag (DPT). You can use DPTs to create a default deletion policy and a default archive policy that applies to all items in the mailbox. |
| Applied automatically to a default folder | Select to create a retention policy tag (RPT) for a default folder such as Inbox and Deleted Items. |
| Applied by users to items and folders (personal) | Use this option to create Personal Tags which Outlook and Outlook Web App users can use to apply a different archive or deletion setting than the folder or any archive or deletion policy applied to the entire mailbox. |
3. Fill in the required information and click save.
Step 2: Create a retention policy
Use the Microsoft® Exchange admin center to create a retention policy.
1. Select Compliance Management > Retention PoliciesA system that enables you to control for how long to keep specific emails in your archive stores. and then click New.
2. On the new retention policy page, enter the following fields:
| Option | Description |
|---|---|
| Name |
Use this box to type a name for the retention policy. |
| Retention Tags | Click the Add button to select the Retention Tags you want to add to this retention policy. To remove a tag from the policy, click the tag name, and then click Remove. |
3. Click save.
Step 3: Apply a retention policy to mailbox users
After you create a retention policy, you must apply it to mailbox users. You can apply different retention policies to different set of users.
To assign the retention policy to a mailbox:
1. Launch Microsoft® Exchange admin center.
2. Click recipients node.
3. Under mailboxes, select Edit from the toolbar.
4. Click mailbox features.
5. Go to the Retention policy field and from the drop down list select the retention policy created in the previous step.
6. Click save.