Step 1: Create Exchange 2007 managed folders for email retention

Set up managed folders for email retention and storage on Exchange 2007 mailboxes and save messages related to specific projects.

Before we can automate email storage quota limits and retention periods on Exchange 2007 mailboxes and folders, we must set up managed folders. The first step is to use the "Contoso project" as an example to create a manage folder that allows users to store messages related to that specific project in a particular folder where they will be safe from deletion or archival for five years. To create a folder that can be used to store all messages related to the Contoso project:

  1. Open the Exchange Management Console and navigate through the console tree to: Organization Configuration -> Mailbox
  2. Select Mailbox.
  3. Click the New Managed Custom Folder link in the Actions pane to launch the New Managed Custom Folder wizard.
  4. On the wizard's initial screen, enter a name for the managed folder that you are creating. For the purposes of this tutorial, name the folder Contoso.
  5. In Figure 1, you will see that there are other empty text fields. One field is the name that Microsoft Outlook users will see. You can configure the folder so that users see a different name than what you have actually named the folder in the Exchange Management Console. Typically, you would want to use the same name in both fields.

    Create Exchange 2007 managed folders
    Figure 1: Enter a name for the managed folder you are creating.

    The text box in this screen allows you to enter a comment when the folder is viewed in Outlook. Here you can enter more descriptive information regarding the folder's purpose. In this example, you might enter:

    This folder will be used to store messages related to the Contoso project. Items in this folder will be retained for five years.

    There is a checkbox that you can use to limit the size of a folder and its subfolders. This prevents a folder from outgrowing the hard disk onto which the data is stored. If long-term message retention is your goal, then you typically wouldn't want to limit the folder's size.

    There also is a checkbox at the bottom of the screen that can be used to prevent users from minimizing the comment you entered into Microsoft Outlook. Keep in mind that this checkbox is only effective in Outlook 2007.

  6. Click New to create the folder.
  7. When Exchange finishes creating the folder, click Finish. The folder that you have created will now be listed on the Managed Custom Folders tab (Figure 2).
  8. Exchange 2007 Managed Custom Folder
    Figure 2: The new folder is listed on the Managed Custom Folders tab.


Email archiving and retention with Exchange 2007 managed folders

 Home: Introduction
 Step 1: Create Exchange 2007 managed folders for email retention
 Step 2: Define email-retention limits for Exchange 2007 managed folders
 Step 3: Set email storage quota limits on Exchange 2007 folders
 Step 4: Configure transport rules to auto-archive Exchange 2007 email
 Step 5: Use Exchange 2007 public folders for extended email archiving

ABOUT THE AUTHOR:   
Brien M. Posey, MCSE
Brien M. Posey, MCSE, is a Microsoft Most Valuable Professional for his work with Exchange Server, and has previously received Microsoft's MVP award for Windows Server and Internet Information Server (IIS). Brien has served as CIO for a nationwide chain of hospitals and was once responsible for the Department of Information Management at Fort Knox. As a freelance technical writer, Brien has written for Microsoft, TechTarget, CNET, ZDNet, MSD2D, Relevant Technologies and other technology companies. You can visit Brien's personal Web site at http://www.brienposey.com.
This was first published in March 2008
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