Creating Exchange Archiving Policies

Applies to: User Mailbox

Exchange archiving policies determine which messages are archived. In addition, you can enable content indexing of all or of a subset of the messages that are archived.

Note: The Exchange archiving policy defines how the data is protected, but not whether messages are stubbed. Stubbing is defined by the Exchange cleanup policy.

Before You Begin

If you plan to include or exclude folders on the Filters tab, consider the following:

  • The folder names that you include or exclude must be in the same language (locale) that is used by your end users in Microsoft Outlook. Click Add, and then enter the folder names in each language that you support. You can add folder names in several languages within one policy, or create separate policies for each language.
  • Folder names that you include or exclude must not contain square brackets (for example, [Folder Name]). The square bracket is treated as a regular expression, and not as a literal character.


  1. From the CommCell Console, go to Policies > Configuration Policies.
  2. Right-click Exchange Policies, and then click New Archiving Policy.

    The Create New Archiving Policy dialog box appears.

  3. On the General tab, in the Policy Name box, type name of the policy, and then select which mailbox types will be archived.
  4. On the Messages tab, do the following:
    1. Under Archive messages that meet these criteria, define which messages are archived based on their age and size.

      Messages that meet both these criteria are archived.

    2. Optional: Under Recoverable Items, select the subfolders that you want to archive.

      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.
  5. Define whether to limit archived messages to messages that include attachments.
  6. On the Filters tab, define which folders and message types will be archived.
    1. On the Exclude Folders subtab, select the folders that you do not want to archive, and then move them to the Selected list. The Junk *mail folder (includes the various Junk Mail folder naming conventions of all the supported Exchange versions) and the Sync Issues folder are excluded by default.
    2. On the Exclude Message Types subtab, select the message types that you do not want to archive, and then move them to the Selected list.
    3. On the Include Folders subtab, select the folders that you want to archive from the Available list, and then move them to the Selected list.

      Note: By default, all folders are archived but the include filter takes precedence over the exclude filter. When you move a folder to the Selected list on the Include Folders tab, only those folders will be archived.

  7. On the Advanced tab, define extra options.
    1. Select the Track stub movement check box to follow stubs that are moved to a different folder.

      Note: Only stubs that are moved after this option is enabled are tracked. Stubs that are moved before this option is enabled are not tracked.

    2. Optional: If you want the Exchange Mailbox Agent to apply the filters that you specified in the policy instead of the Exchange server, clear the Use Exchange restrictions check box.
    3. Optional: Under Additional message metadata, select any required options.
  8. Optional: Configure content indexing.
    1. On the Content Indexing tab, select the Enable Content Indexing check box.
    2. Optional: On the General subtab, select the Pre-generate previews check box, and then configure the location where the previews are stored.
  9. Click OK.

Last modified: 6/22/2020 2:37:11 PM