Microsoft introduced Personal Archives in Exchange Server 2010. Use Personal Archive to get rid of the .pst files.
Some of the disadvantages of .pst files
- - The maximum size of a .pst file is 2GB. Lager .pst files can become inconsistent and some times can be repaired with the outlook tool ‘ScanPST’.
- - .pst files are Unmanaged. They are created by users and reside on their computer or network share. They are not managed by your organization.
- - Slow network performance. placing .pst files on network shares is not supported by Microsoft and can dramatically slow down network performance. To get an good understanding about the consequences read.
- - .pst files can easily get lost. For instance when the .pst files reside on your laptop and you laptop is stolen.
- - The .pst file is not always viewable. Messages stored in .pst files are only available on the computer on which they reside. where the .pst file resides. When accessing a mailbox using Outlook Web App or Outlook on another computer the .pst files are inaccessible.
A user’s mail archive resides on the same mailbox database as the user’s primary mailbox. When you move the mailbox to another ‘Mailbox Database’,the archive is moved along with the user’s mailbox.
You can create a new archive when creating a user mailbox for existing mailboxes you can enable the archive mailbox. In the following steps I will show how to create and manage the archive mailbox.
We enable the archive option with EMC for TestUser.
If you want to use the EMS to enable the archive option type Set-MailBox “TestUser” -Archive
Open the user properties and then open tab ‘Mailbox features’ to check if the archive option is enabled.
Select the Mailbox and right click to ‘Enable Archive’,or enable it on the actions pane.
Now achive is enabled for the TestUser, you can specify a name for the mail archive by opening the properties.
On the ‘Mailbox Settings’ tab you can configure an ‘Archive Quota’.
When you open the TestUser mailbox with Outlook or WebApp you will see the Archive folder. In this folder you can create new folders and drop your mail you want to archive.
Create Retention Policy
Exchange Setup will create a Default Retention Policy to automatically put mail in the archive. Read the following Microsoft article to understand Retention Policy and Tag’s. When you enable archive for a mailbox, the Default Retention Policy is applied. These Default Policy Retention Tag’s come available to the user, who can then tag folders or messages to be moved the the archive mailbox.
Retention Policy can only be managed by using the EMS. To view the Default Retention Policy type Get-RetentionPolicy.
To configure the tag created by the Default Retention Policy open the properties, for example the outlook inbox and go to the policy tab.
We will first create a Retention Policy Tag that will archive Personal mail folder after 10 days. For an overview of al the EMS commands used in this blog look here.
New-RetentionPolicyTag “TestTag” –Type Personal –comment “Test Create Tag” –RetentionEnabled $true –AgeLimitForRetention 10 –RetentionAction MoveToArchive
To create a new Retention Policy and apply the Tag we created (TestTag).
New-RetentionPolicy “Test Retention Policy” –RetentionPolicyTagLinks “TestTag”
To apply the Retention Policy “Test Retention Policy” to the TestUser.
Set-Mailbox “TestUser” –RetentionPolicy “Test Retention Policy”
If you want to apply Retention Policy to the mailboxes which are member of a specific Distribution Group (TestGroup).
Get-DistributionGroupMember –Identity “TestGRoup” | Set-Mailbox –RetentionPolicy “Test Retention Policy”
Retention Policy’s or a managed folder mailbox are applied when the Managed Folder Assistant runs. The Default Schedule time is from 1 AM to 8 AM.
I hope you find this Blog post useful.