Exchange Archiving Plan Advanced Options

Updated

After you create the Exchange user mailbox plan, you can configure the advanced options.

Note: For the user mailbox plans created in Command Center, the user has to manually exclude the Junk Email folder (with the appropriate naming convention used in their Exchange version) in the corresponding Archiving and Cleanup policy's Filters tab from the CommCell Console, so that the folder is excluded from Archive/Cleanup job.

Archive

Configure which mailbox types are included in the archiving operation.

Primary mailbox

When this option is enabled, the messages in the primary mailboxes are archived.

Archive mailbox

(Exchange 2010 or later) When this option is enabled, the messages in the Archive mailboxes are archived.

Mailbox associated with disabled user

When this option is enabled, the messages in mailboxes that have been disabled are archived.

Recoverable Items

You can archive the contents of certain subfolders in the Recoverable Items folder. The subfolders that can be archived are the following:

  • Versions

  • DiscoveryHolds (Exchange 2013 or later)

  • Purges

  • Deletions

    Note: You must create a separate archiving policy for mailboxes that are placed on In-Place Hold or Litigation Hold, and then select from the following options:

    • Deletions: This subfolder contains all items deleted from the Deleted Items folder.

    • Versions: If In-Place Hold, Litigation Hold, or an Office 365 retention policy is enabled, this subfolder contains the original copy of the item and also if the item is modified multiple times, a copy of the item before modification is saved.

    • Purges: If either Litigation Hold or single item recovery is enabled, this subfolder contains all items that are hard deleted.

    • DiscoveryHolds: If In-Place Hold is enabled or if an Office 365 retention policy is assigned to the mailbox, this subfolder contains all items that meet the hold query parameters and are hard deleted.

Archive messages

Define which messages are archived based on their age and size. Messages that meet both these criteria are archived.

  • Custom archive settings

    • Include messages older than n days

      Messages that are older than the specified number of days (based on the received time) are archived. We recommend that you include messages older than 15 days.

    • Include messages larger than n KB

      Messages that are larger than the specified size are archived.

    • Include only messages that contain attachments

      When this option is enabled, only messages that include attachments are archived.

Filters

Use the Folder filters and Message filters tabs to define which folders and message types are included in or excluded from cleanup operations.

For more information on using Filters, see Create New Archiving Policy (Filters).

Advanced archive options

  • Use Exchange restriction

    When this option is enabled, any filters that you specified in the plan are applied by the Exchange server.

  • Collect the conversation index

    When this option is enabled, it allows your end users to configure the conversation view.

  • Collect categories

    When this option is enabled, it allows your end users to see message categories in the ContentStore Email Viewer.

Retention

This retention rules determine how long messages remain on the MediaAgent. Retention is based on the message's received time.

Retain messages indefinitely

Messages are kept for an unlimited amount of time.

Retain messages based on Received Time n days

Messages become eligible for pruning after the number of days specified has been exceeded.

Retain messages based on Deletion Time n days

Messages become eligible for pruning after the number of days specified has been exceeded.

Clean up

Custom cleanup settings

Enable and disable custom cleanup settings.

Include these mailbox types

Configure which mailbox types are included in the cleanup operation.

  • Primary mailboxes

    When this option is enabled, the messages in the primary mailboxes are cleaned up.

  • Archive mailboxes

    (Exchange 2010 or later) When this option is enabled, the messages in the Archive mailboxes are cleaned up.

  • Mailbox associated with disabled user

    When this option is enabled, the messages in mailboxes that have been disabled are cleaned up.

After Archiving

Use the options in this section to define whether messages are stubbed, and which messages are cleaned up based on their age and size.

  • Replace all messages with a stub

    When this option is selected, after the messages are archived, attachments are removed from the messages on the Exchange server and a stub is created. End users cannot recall archived messages that are not stubbed.

  • Delete all messages

    When this option is selected, messages are deleted from the Exchange server after they are archived, but they are not replaced by a stub. End users cannot recall the archived messages.

Add a recall link to stub body

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.

Leave message body in the stub

When the check box is selected, the message body is left in the stubbed message. When the check box is cleared, the message body is not left in the stubbed message.

Truncate body to n bytes

You can limit the size of the stubbed message based on the message body length. In this case, the body of the message is kept when it is less than or equal to the value that you define.

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).

Cleanup messages older than n days

Messages that are older than the specified number of days (based on the received time) are stubbed or deleted. We recommend that you include messages older than 60 days.

Cleanup messages larger than n KB

Messages that are larger than the specified size are stubbed or deleted.

Messages that meet both the Cleanup messages older than n days and Cleanup messages larger than n KB criteria are cleaned up.

Only clean up messages containing attachments

When this check box is selected, only messages that include attachments are cleaned up.

Keep unread messages

When this check box is selected, unread messages are not stubbed or deleted.

Cleanup quota options

Use the options in this section to define when cleaning in a mailbox begins.

  • Mailbox quotas

    When this option is enabled, you can determine when mailbox cleaning begins and ends.

    • Start cleaning when mailbox size reaches n %

      Mailbox cleaning begins when a mailbox reaches the specified size.

    • Stop cleaning when mailbox size reaches n %

      Mailbox cleaning stops when a mailbox reaches the specified size.

    • Cleanup oldest Emails first

Source pruning

Caution: Based on the settings that you define in this section, messages are pruned whether or not they have been archived. To prevent unprotected messages from being pruned from the Exchange server, make sure that you have disabled the source pruning rules.

  • Prune from mailbox on Exchange server stubs

    When the option is enabled, stubs are pruned from the mailbox on the Exchange server.

  • Prune from mailbox on Exchange server messages

    When this option is enabled, messages are pruned from the mailbox on the Exchange server.

  • Prune stubs/messages older than x days

    This option determines when stubs/messages are pruned.

Filters

Use the Folder filters and Message filters tabs to define which folders and message types are included in or excluded from cleanup operations.

For more information on using Filters, see Create New Cleanup Policy (Filters).

Advanced cleanup options

  • Use Exchange Restriction

    When this option is enabled, any filters that you specified in the plan are applied by the Exchange server.

Content search

Enable or disable content search.

Pre-generate previews

When the check box is selected, you can see a preview of a message in Commvault software search environments, such as the Web Console or ContentStore Email Viewer, for example. Your end users can see previews of messages when they browse messages in offline mode, as well as online mode. However, the previews are stored as HTML files for rapid retrieval. Therefore, you require extra secondary storage to store the previews.

When this check box is cleared, end users can only see previews of messages when they browse in online mode.

  • Preview storage location

    Enter the UNC path to the network location where preview files are located.

  • User name

    The user name of the service account that has write access to the network location.

  • Password

    The password of the service account.

  • Confirm password

    Reenter the password of the service account.

Entity Search

Include personally identifiable information (PII), such as Social Security Numbers and credit card numbers.