Retention tags and archiving mailboxes

Im try to create personal retention policies to move archive mailbox, i successfull create with retention tag, but on outlook user is not appearing. Im using Outlook 2013 profesinal pluss with has license for all this features. Im try to move mailbox that
has 3 month all to archiving, and is not working neither. Some help needed.
Im doing all this on ecp on exchange 2013

Hi,
Firstly, I'd like to recommend you refer to the following article to apply the retention policy again:
http://technet.microsoft.com/en-us/library/jj150573(v=exchg.150).aspx
If it still doesn't work, please check if there is any 9004 error in your event log.
Thanks,
Angela Shi
TechNet Community Support

Similar Messages

Retention Policy between Mailbox and Archive Mailbox level

Dear All
I have some questions about the Retention Policy between Mailbox and Archive Mailbox.
I want to apply different retention tag on different Mailbox level.
In normal case , I would like apply the Retention Policy for Mailbox after 28 days moving to archive Mailbox and over 365 days to be deleted.
And the Archive Mailbox should be liked deleted the mail over 90 or 180 days.
But I found that the archive Mailbox is applied the same Retention Policy as the Mailbox one.
Is it Normal case ? How can I set another retention Policy for My archive Mailbox ?
Best Regards
Vincent Chi

You cannot have a different retention policy for primary and archive mailbox. The policy applied to the primary mailbox also applies
to the archive mailbox.
http://blogs.technet.com/b/vikass_blog/archive/2013/07/04/retention-policy-on-archive-mailbox.aspx
Regards
John

Migration from 2007 and Archive Mailbox PST import question

Our enterprise will be migrating from Exchange 2007 SP3 to Exchange 2013 CU3 very shortly. Exchange 2013 is set up and I am in coexistance mode currently. Everything is working fine with the legacy redirection, I have tested some mailbox migrations and they
work fine. We currently use Mimosa Nearpoint as a third party email archive product.
As part of this migration from 2007 to 2013, we plan on moving away from Mimosa Nearpoint and utilizing the Exchange 2013 Archive Mailbox feature. We will give each user an Archive Mailbox. We have the ability to export the users existing archive out of
NearPoint to .PST files and then migrating them directly into the users Archive Mailbox using the "New-MailboxImportRequest -IsArchive" powershell commandlet. This has been tested and works fine with one very important exception.
When I export from Nearpoint, I have to export the entire contents of the archive, I cannot set date ranges. So when I do an export, it also contains the contents of the user's mailbox. I have managed folder policies in place in the Exchange 2007 environment
which delete all contents of the mailbox older than 60 days, but when I import the .PST to the archive, it imports ALL items into the Archive Mailbox. So I have 60 days worth duplication of items.
It is my understanding that if I imported the Archive .PST directly into the users production mailbox in the 2013 side, that it would not import duplicate items. I am trying to find out if there is any process which will do the same thing with me importing
directly into the users Archive Mailbox.
Thanks you,

Hi,
We used a third patry email archive product to export to .pst files, so it is too hard to say that whether it cause this issue.
However, I found a method to delete the duplicate items from our mailbox via MFCMAPI Tool.
Please make sure that the Exchange Server mailbox has been backed up first.
Details in the following KB:
How to remove duplicate folders in Outlook when connected to an Exchange Server mailbox
http://support.microsoft.com/kb/2509983
I also found a script to remove duplicate items.
This script will scan each folder of a given mailbox and removes duplicate items from those folders. You can specify how the items should be deleted and what items to process, e.g. mail items or appointments. Sample usage is after a misbehaving synchronization
tool creates duplicate items or (accidental) import of PST file with duplicate items.
*****Please also make a full back up first*****
Removing Duplicate Items from a Mailbox
http://gallery.technet.microsoft.com/office/Removing-Duplicate-Items-f706e1cc#content
Disclaimer
The sample scripts are not supported under any Microsoft standard support program or service.
The sample scripts are provided AS IS without warranty of any kind. Microsoft further disclaims all implied warranties including, without limitation, any implied warranties of merchantability or of fitness for a particular purpose.
The entire risk arising out of the use or performance of the sample scripts and documentation remains with you.
In no event shall Microsoft, its authors, or anyone else involved in the creation, production, or delivery of the scripts be liable for any damages whatsoever (including, without limitation, damages for loss of business profits, business interruption, loss
of business information, or other pecuniary loss) arising out of the use of or inability to use the sample scripts or documentation, even if Microsoft has been advised of the possibility of such damages.
Hope it is helpful
Thanks
Mavis
Mavis Huang
TechNet Community Support

Retention time and 'removed' mailbox status

hi,
I have a couple of general questions:
1) How do I check the default retention time for removed mailboxes in exchange power shell ? The reason I'm asking is I've marked for deletion a few user mailboxes. But it happened I had to re-enable accounts in AD as 2 of the employees returned to
the company. The mailboxes seem to have connected automatically back since I re-enabled accounts in Active Directory. Not sure whether they are still in status 'marked for deletion' ?
2) How do I force to cancel the deletion if it happens to be the case ?
thank you.

You can check for Disconnected (basically what happens when you only disable the AD account and not delete it) Mailboxes with the command below:
Get-MailboxDatabase | Get-MailboxStatistics | Where { $_.DisconnectReason -eq "Disabled" } | ft DisplayName,Database,DisconnectDate
Now when you reenable the account, the Mailbox should get reconnected as well and should no longer be marked for deletion, sometimes it takes time for Exchange to run through its stuff before you can actually access the mailbox. Anyway, here is some more
information on disabled mailboxes.
https://technet.microsoft.com/en-us/library/bb232039(v=exchg.150).aspx
Please remember to click “Mark as Answer” on the post that helps you, and to click “Unmark as Answer” if a marked post does not actually answer your question. This can be beneficial to other community members reading the thread

Rolling In-Place Hold & Archive Mailbox Interaction

Hello,
I've been looking at replacing existing Journaling with a combination of Exchange 2013 In-Place Hold and Archive Mailboxes, however I have a theoretical situation I've been having trouble mapping the behaviour for from the documentation available.
My theoretical configuration would be a Time Based In-Place Hold for all mailboxes for a 7 year period, with Archive Mailboxes for all users with a Retention Policy that moved all messages to the Archive Mailbox after 1 year (note; no Retention Policy to
force deletion of messages after 7 years).
In this situation I believe that a message the user reads and takes no further action on would follow the below flow:
day0: message delivered to inbox
day365: message moved to Archive Mailbox
day2555: message available for deletion
I am however unsure of the behaviour of messages the user has deleted within the first year which are in the Recoverable Items Folder at the point they should be moved to the Archive Mailbox, I would hope for the below flow:
day0: message delivered to inbox
day8: user deletes message (moved to Recoverable Items Folder on Primary Mailbox Database)
day365: message moved to Archive Mailbox (Recoverable Items Folder on Archive Database)
day2555: message purged from Recoverable Items Folder
However my concern would be based on the description of In-Place hold that all messages deleted would actually continue to be retained in the Recoverable Items Folder on the primary mailbox database and thus end up causing issues with around the Recoverable
Items Quota for the database.
I would be grateful if someone could help me straighten out the logic in this theoretical situation and help me identify if this general idea is a workable replacement for Journaling.
Many Thanks

Hello,
For recoverable items folder, we can set retemtion policy tag with action "move to achive". See more detail in the following link:
http://technet.microsoft.com/en-us/library/dd297955(v=exchg.150).aspx.
Meanwhile, In-Place Hold allows the search and preservation of messages matching query parameters. Messages are protected from deletion, modification, and tampering and can be preserved indefinitely or for a specified period. See more details in the
following link:
http://technet.microsoft.com/en-us/library/ff637980(v=exchg.150).aspx
Journaling can also help organizations respond to legal, regulatory and organizational compliance requirements by recording inbound and outbound e-mail communications. See more details in the following link:
http://technet.microsoft.com/en-us/library/aa998649(v=exchg.150).aspx
In my opinion, we can use In-place hold in place of Journaling to preserve the deleted messages.
if there's any question, feel free to let us know.
Sent By
Silver

Apply retention tag to folder automatically

We are planning to migrate some mailboxes from Exchange 2007, which uses MRM 1.0, to Exchange 2010, which uses MRM 2.0 (Retention Tags and Policies).
Currently, with Exchange 2007/MRM 1.0 (Managed Folders), there is a "Retained Messages" folder that contains messages users want to keep.
Messages in this folder will *not* be deleted after 18 months (expiration date for messages *elsewhere* in the mailbox).
Good news is that even if we uncheck the Managed Folder Mailbox policy (in the mailbox properties), the "Retained Messages" folder remains (apparently as long as there are messages inside) and this "Retained Messages" folder
does migrate with the rest of the mailbox in test migrations to Exchange 2010.
The next part is the tricky part...
We intend to apply a Retention Policy to the migrated mailbox that currently has only one tag "Never Delete" (this is one of the built-in tags).
Before applying a default retention tag to the migrated mailboxes, we want to ensure that the "Never Delete" tag is applied to the migrated "Retained Messages" folder.
Of course, we could ask users to apply this tag and once it is applied, we could add a default tag to the policy that would delete messages after they attain a certain age (180 days, 18 months, whatever).
Is there a way we could apply this tag automatically, and avoid deletion of old messages, in case users forget to apply the "Never Delete" tag?
I saw this discussion...
https://social.technet.microsoft.com/Forums/exchange/en-US/97657e0c-c7f1-4c8e-bd7f-c7ecc9760e9c/push-a-folder-to-all-clients-apply-retention-tag-to-the-folder?forum=exchangesvrgenerallegacy
but am wondering if anything has developed since.
Please mark as helpful if you find my contribution useful or as an answer if it does answer your question. That will encourage me - and others - to take time out to help you.

Hi David,
According to your description, my understanding is that you want to make sure “Never Delete” tag is applied to all “Retained Message” folder in all mailbox. Then when the mailbox is applied with other Default Policy tag, this “Retained Message” folder would
not be effected. Is it right?
Please confirm if the “Never Delete” tag is a personal tag created in Exchange 2010. Based on my knowledge, if it is a personal tag, the user can apply it in Outlook or OWA client instead of server side.
Additionally, there is a blog indicates that we can using Exchange Web Services to Apply a Personal Tag to a Custom Folder. I am not sure whether it works. Just hope it would be helpful for you:
http://blogs.technet.com/b/exchange/archive/2013/05/20/using-exchange-web-services-to-apply-a-personal-tag-to-a-custom-folder.aspx
Migrate from Managed Folders
http://technet.microsoft.com/en-us/library/dd298032(v=exchg.141).aspx
Regards,
Winnie Liang
TechNet Community Support

Exchange 2013 Archive mailbox best practise

Current senario:
Migrating to Exchange 2013 CU3 from lotus Domino
in lotus domino the customer is having huge archive files(nfs file size is around 30 GB, like wise users are having multiple archive file with same size.)
Requirement is all these file need to migrated to exchange 2013 CU3. whcih we are taking care by using thrid party tool.
My concern is exchang e2013 support for huge mailbox size. if so what maximum size supported for online mailbox and archive mailbox.
can I assign multiple archive mailbox to users.
we have got separate Exchange 2013 archive server in place
We would like know the best practise/guide line for archive mailbox/live mailbox size.
refered below link:
http://blogs.technet.com/b/ashwinexchange/archive/2012/12/16/major-changes-with-exchange-server-2013-part-1.aspx

The key decision is that the content in the primary mailbox is synchronized with the client when in cached mode, while the content in the archive is not. So I'd want to keep the primary mailbox populated with the content the user needs on a daily basis,
and put the rest in the archive. Unfortunately, that answer is not a number, and it isn't the same for all users.
Each user can have zero or one archive mailboxes, not multiple.
Ed Crowley MVP "There are seldom good technological solutions to behavioral problems."

Outlook 2010 clients cannot access their Online Archive mailbox in Exchange 2013??

Hello,
I have an issue where my Outlook 2010user cannot see/access their Archive mailbox when they are migrated from Exchange 2010 to Exchange 2013.
Both the live and archive mailbox is in Exchange 2013, the user can launch Outlook but if they click on their Archive mailbox it is unavailable.
Once the user is upgraded to SP2 or Outlook 2013 they have no issues accessing their archive mailbox.
These users have the minimum required Outlook version (14.0.6126.5000),
they are running 14.0.6129.5000.
Is there a different requirement on the Outlook client if the user has an archive mailbox in Exchange 2013 as well?
Thank you.

Hi,
Is there any update on this thread?
Thanks,
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If
you have feedback for TechNet Subscriber Support, contact [email protected]
Simon Wu
TechNet Community Support

Confusing Application of Archive and Retention Personal Tags and Policies

I created some custom personal tags and applied it to the retention policy assigned to my account and started the managed folder assistant on my mailbox and when I saw the new tags in Outlook, I applied personal tags at the folder level of all of the folders
in my Outlook 2010 profiles by right clicking on each folder, selecting Properties, then selecting Folder Policy, then selected the retention and archive policy I wanted and then clicked OK to save the settings.
After about 15 minutes, I had finished going through all the folders, I went back to look at the folder properties and instead of showing the custom policies I just set, they have "Use Parent Folder Policy" selected on the Policy tab for both Folder
Policy and Online Archive. It looks like the settings are not being saved/applied or they are reverting back to defaults. However, some messages show retention and archive dates and some messages are moving to my archive mailbox.
This is confusing to me, so this looks like it is going to generate a large amount of tech support calls when we roll this out and it will be difficult to explain to end users how this works.
Our retention policy does not contain any default archiving policy or retention policy on the Inbox (the 2 year default was not applied) to our policy. So mail in the Inbox is not automatically moved unless a user applies a personal tag to archive
and delete the messages.
How is this supposed to work and how long does it take for folder policies to be applied from personal tags and then work as expected in Outlook?

As for when the managed folder assistant runs, it depends on your Service Pack level. For Exchange 2010 SP1 and later, the retention policies run 24x7 with a throttling policy applied to the Mailbox Folder Assistant. Also, there is no guarantee
that the managed folder process will necessarily finish in the time allotted. In fact, there should be messages on the Exchange server side that document how many mailboxes were processed and I think, how many were not.
For the timing in general, if a tag is applied, my understanding is that with the default settings it could be up to a day, if not longer until things begin processing. It depends on what window you have for retention policies to process, what might
already be in the queue to process next, etc.
For the Start and End date question, my assumption would be that on the day that it is supposed to start, it will be placed in the queue to be processed as soon as possible, The same for the end date.
Hope that helps.
More good resources:
http://windowsitpro.com/blog/workcycles-and-managed-folder-assistant-mfa
http://technet.microsoft.com/en-us/library/bb123958(v=exchg.141).aspx
http://blogs.technet.com/b/samdrey/archive/2011/11/16/exchange-2010-retention-policy-tag-not-available-immediately-after-definition-in-emc.aspx
JAUCG - Please remeber to mark replies as helpful if they were or as answered if I provided a solution.

Understanding (default) archiving and retention policies and tags

I am taking a look at archiving and policies and tags and am a bit confused.
If I look at the "Default Archive and Retention Policy", I see a lot of Tags assigned to this policy. On the Mailboxes tab, I see no mailboxes listed.
although no mailboxes are listed in there, are all users that (will) have archive enabled still using this default Policy?
I see a lot of Personal Tags in there assigned. 1 Month Delete, 1 Week Delete; Are all these tags active, or is the list you see there all tags that a user CAN personally use and assign to his folder?
For example, what does the tag do: "1 Month Delete", Personal Tag, Delete and Alllow Recovery, Age limit for Retention 30, Retention Enable True?
there is also a tag called "Default 2 year move to archive", with type All other folders in the mailbox. Does this mean that all users that have this policy assigned, that all their mail older than 2 years will be moved to their archive? Or can
the user enable this tag?
The longer I look at this list, the less I understand.... Maybe someone can give a short explanation?
Thanks!
Olaf

Hi,
For the question 1:
Yes. Exchange Setup creates the retention policy Default Archive and Retention Policy. When you enable a personal archive for a mailbox, the Default Archive and Retention Policy is automatically applied to the mailbox if it doesn't already have a retention
policy.
For the question 2:
Users can apply these personal tags to folders they create or individual items.
For the question 3:
First, we should know what the "Delete and Allow Recovery" retention action do.
Delete and Allow Recovery: This action emulates the behavior when the Deleted Items folder is emptied. Tags that have this action applied are known as deletion tags. When this action occurs, and deleted item retention is configured for the mailbox database
or the user, messages move to the Recoverable Items folder. The Recoverable Items folder (previously known as the dumpster) provides the user another chance to recover deleted messages.
So about the tag you mentioned above, it's a personal tag, when a mailbox item reaches its retention age(here is 30 days), the items will be deleted in the source folder and moved to the Recoverable Items folder.
For the question 4:
If you choose the type "All other folders in the mailbox", then this would be a Default Policy Tag (DPT). This DPT is applied to all other items where a RPT is not applied.
For example, if you have created a retention policy tag and apply it to default folder Inbox, then Inbox folder won't be affected by a default policy tag whose type is "All other folders in the mailbox".
Please note that a mailbox can't have more than one retention policy. If you later apply a retention policy to the mailbox, tags from the Default Archive and Retention Policy are no longer available to the mailbox.
Best regards,
Belinda
Belinda Ma
TechNet Community Support

Exchange 2010 SP2 : Move calander entries and Task items from Archive mailbox to current active mailbox.

Hi,
After upgrade the exchange 2010 SP1 to SP2, all users calendar and task items entries also moved to archive mailbox from user's active mailboxes.
We like to move 90 days older emails to archive mailbox but not calendar & task items to be moved.
Any solution to move back those older archive calendar and task items to active mailbox users and also any settings to stop further to move calendar & task items to archive mailbox in SP2?
Thanks
MD

Hi,
Exchange 2010 SP2 RU4 added support for Calendar and Task Retiontion polices. For more information about that see the below blog post which also includes a workaround if you don't what these folders to be processed by MRM.
Calendar and Tasks Retention Tag Support in Exchange 2010 SP2 RU4
http://blogs.technet.com/b/exchange/archive/2012/08/14/calendar-and-tasks-retention-tag-support-in-exchange-2010-sp2-ru4.aspx
PS. Exchange 2010 SP2 is no longer supported.
Martina Miskovic

Retention tags not working if mailbox has another language than english

Hi folks
I've created a retention tag (type: Inbox ) in exchange 2013 which deletes all mails older than 14 days. works perfectly for mailboxes with english standart folders, but if i apply the policy to an mailbox with german or french language, the emails
are not getting deleted. i think the problem is that the inbox folder is called "Posteingang" in the german mailboxes.
is there a workaround to use my retention tag for other languages as well?
Thanks!

Hm, that sounded interesting enough for a test, but since I'm an O365 guy, I run the test against EO. Works OK even after I rename the folders, the only thing I did was to simply run the Start-ManagedFolderAssistant cmdlet to speed up the process.
EO is usually few versions ahead of on-prem, so either this has been fixed (and the fix is coming with CU7 or later), or we are simply missing something in your scenario. Have you verified that the policy is actually recognized as 14 days by the client,
for the non-English mailboxes? Double-check the tag and policy, and run the Start-ManagedFolderAssistant just in case.

Re: Retention Period, Residence time and Archiving Cycle

Hello Experts,
1.Could someone help me where we maintain the retention period, residence time and archiving cycle for an archiving object.
2.How to schedule a background job for archiving???
Regards
RR

Hello RR,
Residence period: Most of the archiving object residence period is maintained in customizing > Application specific customizing in Archive development tool access through transaction SARA.
Note: There are some archiving object for which you can't maintain residence period however these archiving object residence period should be manually controlled in write variant.
Retention Period: This retention period is mentioned in archive server.
Total retention time = Online Residence period + Offline Retention period.
2. You can schedule archiving jobs by SARA transaction. This transaction will help in scheduling the job background. Or By using Background user id, one can schedule the archiving jobs by background.
-Thanks,
Ajay

OS X Mail not showing Archive mailbox (and lost Flagged mailbox)

Recently I notice the Archive mailbox in Apple Mail has dissappeared. I can find messages in that mailbox using Searchlight if I know the exact contents of the message or subject but I use this mailbox to store application licenses, etc., and do not always know the right subject. I used to browse, knowing roughly the time when I bought the licese. Also the Flagged mailbox is grayed out in the favorites line and not shown in the left hand mailbox side bar.Also a pain because I set reminder messages and conference call emails with colored flags.
Any help?

Next to the On My Mac there is a hide function. Did you select it? If you go to the same place, see if there is a Show function.

Duplicate Messages In Archive Mailbox

We are running Exchange 2010 sp1 rollup 8.
Hub Transport, CAS, Mailbox, UM running on same server.
We have recently started testing archiving.
We created a test archive database and enabled archiving for a group of test users, pointing the archive mailboxes to the archive database.
The mailboxes have a retention policy with three tags in it which are as follows.
1. Tag Type: "All other folders in the mailbox"
    Age Limit: 180
    Action: "Move To Archive"
2. Tag Type: "Sent Items"
    Age Limit: 180
    Action: "Move To Archive"
3. Tag Type: "Inbox"
    Age Limit: 180
    Action: "Move To Limit"
The policy appears to be working, but we are seeing duplicates of all messages in the archive mailboxes.
Thank You in advance for any ideas relating to this issue.

I suggest you open a support case for analysis. http://support.microsoft.com/contactus/
Mike Crowley | MVP
My Blog --
Planet Technologies

Retention tags and archiving mailboxes

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