Creating an Exchange Mailbox User Mailbox Plan

Applies to: User Mailbox

The user mailbox plan determines which messages are archived, and how long they are retained on the MediaAgent. In addition, you can enable content indexing for all or for a subset of the messages that are archived.


  1. From the navigation pane, expand Configuration, and then click Plans.

    The Plans page appears.

  2. In the upper right of the page, click Create plan, and then click Exchange mailbox.
  3. Click User mailbox plan.

    The Create user mailbox plan page appears.

  4. Make the following selections:
    1. In the Plan name box, type name of the plan, and then select which mailbox types will be archived.
    2. If you want to content index the archived messages, under Content indexing, select the Enable check box, and then specify the preview options. For more information, see Exchange User Mailbox Plan Advanced Options.
      1. If you want to identify the data in your environment that contains one or more specific types of sensitive information, click the Content Analyzer list, and then select a Content Analyzer Cloud.
      2. Click the Entities list under Entity Detection, and then select one or more entity types.
      3. Only the selected entity types will be discovered for end-user data requests and projects that use this plan.

        Tip: You can use the search bar to filter the entities, and use the selection controls to select all of the entity types.

  5. Click Next.

    The Retention page appears.

  6. Do either of the following:
    • If you want to define an unlimited retention period, select Retain messages indefinitely.
    • If you want to define a limited number of days, select Retain messages for n days, and then type the number of days that message is retained.
  7. Click Next.

    The Clean up page appears.

  8. If you want to define clean up rules, in the Message rules area, select the Add my own custom message rules check box.

    The message rules appear.

  9. Define the clean up rules:
    1. In the Include these mailbox types section, select the mailboxes that you want to clean up.
    2. In the After archiving section, do either of the following:
      • If you want to allow users to recall messages, select Replace all messages with a stub.

        After the messages are archived, attachments are removed from the messages on the Exchange server and a stub is created.

      • If you do not want to allow users to recall messages, select Delete all messages.

        Messages are deleted from the Exchange server after they are archived, but they are not replaced by a stub.

    3. If you select Replace all messages with a stub, do any of the following:
      • To allow users to recall the message from an email client, select the Add recall link to stub body check box.

        When the check box is selected, a link is added to the email message so that users can recall the message from an email client.

      • To leave the message body in a stubbed message, select the Leave message body in the stub check box.
      • To limit the size of the stubbed message based on the message body length, select the Truncate body to n bytes check box, and then type a value (in bytes) into the corresponding box.

        Two bytes equals one character. For example, if you enter 500 bytes, the message body in the stub is limited to a maximum of 250 characters (including spaces).

        The font in truncated messages converts to Times New Roman.

    4. In the Clean up messages older than n days box, type the number of days after the received time that messages are cleaned up.

      Tip: We recommend that you cleanup messages older than 60 days.

    5. In the Clean up messages larger than n KB box, type a value in kilobytes.

      Note: Both the Clean up messages older than n days and Clean up messages larger than n KB values must be met for messages to be cleaned up.

    6. Select the Only cleanup messages containing attachments check box to clean up messages that include an attachment.
    7. Select the Keep unread messages check box to prevent unread messages from being cleaned up.
  10. Click Finish.

What to Do Next

In the navigation pane, expand Configuration > Plans, and then select the plan you created. You can configure the advanced options on the User Mailbox Plan page.

Last modified: 10/22/2018 6:57:44 PM