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Administrative Tasks – Mailbox Manager vs. Messaging Records Management

Mailbox Manager was a feature in Exchange 2003 and in Exchange 2000 Server that ran as part of the Microsoft Exchange System Attendant service. Exchange Mailbox Manager policies were set using the age and size limits for message folders.

In Exchange 2007, Messaging records management (MRM) is the service that helps organizations to reduce the legal risks that are associated with e-mail and other communications.

1. You can select a managed default folder like the Inbox, calendar, or the entire mailbox. And/or you can create a managed custom folder that will get added to mailboxes.

2.T hen you create content settings on the folders

3. Then you create a managed folder policy

4. Apply the policies to the mailboxes

5. Schedule the folder assistant.

6. And let it run

Let walk through each of these.

Creating a Custom Managed Folder

Lets say I wanted to move all mail that is older than 90 days out of the mailbox and into another folder in the mailbox. First I would create a custom managed folder that would keep that mail over 90 days.
From the EMC, I would do it this way.

A wizard pops up with these settings

And there is the folder. Notice the Shell command is populated there as well.

Applying managed content settings to Default Folders

Now to create content setting for the Entire mailbox

Here are the settings. Notice that I am moving the content to the Custom folder that I just created.

There also is an option to journal the messages as well.

Configuration summary

And the shell command as well.

Creating a New Managed Folder Mailbox Policy

Now to create a policy.

Adding the managed folders

And the shell command.

Applying the Managed Mailbox Policy

Now I just need to apply the policy to the mailboxes that I want to do this on.

Under mailbox settings, click the properties of MRM.

And choose the policy to set.

You can also set the policy on the mailbox using Set-Mailbox cmdlet:

Set-Mailbox -Identity <MailboxIdParameter> -ManagedFolderMailboxPolicy "My Managed Folder Mailbox Policy"

Scheduling the Managed Folder Assistant

The schedule of the Managed folder assistant can be found on the properties of the mailbox server.

The schedule page looks like pretty much every other one in Exchange.

Of course this also can be done from the Set-MailboxServer cmdlet:

Set-MailboxServer -Identity MyMailboxServer -ManagedFolderAssistantSchedule "Sun.14:00-Sun.13:00"

Next: Part 11 – Administrative Tasks: MBConn.exe and Offline Address Books

To return to part 1 click here

Administrative Tasks - Address Lists

In Exchange 2003, you created and edited address lists by using the Exchange System Manager.

In Exchange 2007, you manage address lists by using the Exchange Management Console or the Exchange Management Shell.

A couple of things about doing this either way:

If you use the Exchange Management Console for this task, the New Address List wizard will guide you through the process of creating and applying the new address list. When you create an address list, you are essentially creating a blank container with settings. The container is not populated with recipients until the address list has been applied.

If you use the Exchange Management Shell, you will use the New-AddressList cmdlet to create the address list and the Update-AddressList cmdlet to apply it.

In Exchange 2007, you can view the members of an address list in the Exchange Management Console by using the New Address List or the Edit Address List wizards. However, if you used the Exchange Management Shell to create the address list, you cannot use the Exchange Management Console to view the members of the list. Instead, you must use the Get-Recipient cmdlet in the Exchange Management Shell.  An example of this would be

Get-Recipient –Filter {AddressListMembership –q ‘<DistinguishedName of Address list>’}

If you just want to modify an existing address list, you would use Set-AddressList.

Administrative Tasks - Diagnostic Logging

In Exchange 2003, you would change the diagnostic logging level by using the EMS or the Registry Editor.

At the time of this writing, in Exchange 2007, there was no way to modify diagnostic logging via the Exchanger Management Console.  However…  You *may* find this useful if you really, really need to have a GUI.  Your results may vary. 

In Exchange 2007, you can determine the logging level by running the Get-EventLogLevel cmdlet, and then configure it by using the Set-EventLogLevel cmdlet.

How to Change Logging Levels for Exchange Processes.

The possible logging levels that you can set are: 0 (Lowest), 1 (Low), 3 (Medium), 5 (High), and 7 (Expert). The default logging level is 0 (Lowest). You should always return the logging level to the default setting after completing your troubleshooting activities.

Next: Part 10 – Administrative Tasks: Mailbox Manager vs. Messaging Records Management

To return to part 1 click here

Setting Recipient Policies in Exchange 2003

In Exchange 2003, the recipient policy object defined the proxy addresses that are stamped onto the recipient objects as you can see below:

It also set the domains for which e-mail is accepted into the organization for an authoritative domain. That is what the check box is saying: “We not only accept this domain, but we are also authoritative for this domain.”

Doing the same thing in Exchange 2007

In Exchange 2007, recipient policies are separated into e-mail address policies and accepted domains. They are completely separate settings in Exchange 2007; however, any accepted domains will be available to the e-mail address policy. In addition, there are three new concepts regarding the types of accepted domains that you can have in Exchange 2007:

• Authoritative Domain - E-mail is delivered to a recipient in this Exchange organization. This type of accepted domain replaces the Exchange 2003 check box: “This Exchange organization is responsible for all mail delivery to this address”.
  
• Internal Relay Domain - E-mail is relayed to an e-mail server in another Active Directory forest in the organization. This type of accepted domain is the equivalent of clearing the “This Exchange organization is responsible for all mail delivery to this address” check box in Exchange 2003 and also configuring a Simple Mail Transfer Protocol (SMTP) connector with the Relay to these address spaces setting.
  
• External Relay Domain - E-mail is relayed to an e-mail server outside the organization by the Edge Transport server. There isn't an Exchange 2003 equivalent for the external relay domain.

Policies from Exchange 2003 that you want to update in Exchange 2007 will need to upgraded using the cmdlet Set-EmailAddressPolicy with –ForceUpgrade.  Until then you will see the warning below. 

Now do you need to do this as soon as you have Exchange in your environment?  No, you will only need to upgrade these if they need to be modified.

Once these are upgraded you can modify these via the Exchange Management Shell (EMS) using the cmdlet Set-EmailAddressPolicy.  After modified you can use the cmdlet Update-EmailAddressPolicy to apply the policy to all recipients. 

To create accepted domains use the cmdlet New-AcceptedDomain with –DomainType parameter.  The domain type options are Authoritative, Internal Relay, or External Relay.

Next: Part 9 – Administrative Tasks: Address Lists and Diagnostic Logging