Description

When a user is leaving the company, it is sometimes necessary to archive all items in the user's mailbox prior to the mailbox being disabled from archiving and deleted from Exchange.

Note: If there are any icons that are pending they must be cancelled first. (See Related Documents for instructions to cancel items in a Pending State)

To archive all of the data in a specified user's Inbox, perform the following:

1. Create a new Exchange Mailbox archiving policy that archives all user email.

• Within the Vault Admin Console (VAC), Expand EV site name => expand Policies => Exchange.
• Right-click Mailbox => New => Policy
• Provide a name for the new policy (Example: Archive All Items)
• Provide a description for the new policy
• Select Ok.
• Open the New Policy Properties and set the following

               a. Message classes TAB: All applicable Message Classes to be archived
               b. Archiving Rules TAB:
                     i. Archive items when they are older than: 0 Days
                     ii. Never archive items younger than: 0 Days ( Uncheck this option if it is checked )
               c. Archiving Actions TAB:
                     i. Check the box for Archive unread items

2. Create a new top level provisioning group with just the desired user in it, and set it to use the newly created policy.

• Under the VAC, Expand EV site name => expand Targets => Exchange =>
• Right-click Provisioning Group => New => Provisioning Group
• Provide a name for the Provisioning Group (Example: Archive All items) => Click Next
• Under Targets, Select Add - Select Windows User *see note - Select Ok - Select the User and Add them as a Target => Next
• Provide the Mailbox Policy created in Step 1 => Select Next
• Select Next to Select the Retention Category
• Select the Vault Store , Next and Indexing Service Next.
• Do not have "Automatically enable mailboxes" selected.  Next.
• Click Finish
• Right click on a blank area where the Provisioning groups are listed => Select properties
• Move the newly created provisioning group to the top of the provisioning list, as provisioning assigns to mailbox from the top down.

Note: If there are numerous users, an alternative is to specify an Organizational Unit and move the affected users to this OU.

3. Run the Provisioning task

• This will update the user(s) in question to use the new settings.

4. Synchronize the user/user's in question.

5. Perform a manual Run now of the Mailbox Archiving Task for the Specified User.

• Under Tasks, right-click the Mailbox archiving task for the user(s)
• Select Run Now
• Run the Task against Select mailboxes and Archive all items.
• Select Ok and select the user(s) to run the task against.