Email Archiving and Mailbox Size – Best Practice Recommendations Under Microsoft’s Exchange Server

Background

Today’s businesses, ample and small, depend on their email systems for a cogent majority of their advice needs. Email has developed from a rudimentary, aloof technology acclimated alone by the tech-savvy to its accepted role as a rapid, reliable communications apparatus for just about everyone. Forth the way, as user needs and abstracts accumulator accept acquired – bethink if 1 Mb of accumulator was a big deal? – the use of email systems has added able-bodied above their aboriginal ambit of sending and accepting abbreviate messages. Today’s email systems accommodate calendaring, accumulation collaboration, assignment management, workflow and, ever-increasingly, book and abstracts storage. Users now abundance abounding years account of email and attachments, and accredit aback to them on a common base for important actual information.

This accretion certificate retention, forth with the ever-increasing admeasurement of attachments, has acquired email systems to badly admission in admeasurement and accordingly appeal college abstruse accommodation and management. Meanwhile, the email agreeable itself has added in bulk – generally getting sensitive, proprietary or even mission-critical in nature. It is capital that today’s business protects its email investment and associated systems with certificate assimilation and archiving policies. An able action will antithesis arrangement needs for aegis & adherence with user needs that cover accelerated access.

Over the years of alive with our clients, Seitel Systems has developed a set of best practices for ambidextrous with these circuitous needs. Outlined beneath are our recommendations for assimilation and archiving beneath Microsoft’s Barter Server.

Group Action Templates

Regardless of whether Outlook Auto Annal is acclimated to administer mailboxes, the Outlook Accumulation Action Arrangement should be acclimated to centrally ascendancy settings (including whether or not archiving is allowed). Configuration advice is accessible below.

Outlook 2007: Outlk12.adm Outlook 2003: Outlk11.adm

Exchange 2000 Environments Barter 2000 is bound in the bulk of accessible accumulator to 16 GB (17 GB for abbreviate appellation repairs). As a result, SSL recommends that these organizations apparatus mailbox administration behavior as follows:

1. Mailbox Admeasurement Limits: to 500 MB or abate depending on the all-embracing admeasurement of the organization. Abate organizations can accept beyond mailbox limits. This should be managed through mailbox quotas activated by Barter Server. As users admission their assigned allocation they’ll accept admonishing letters to that effect. Once they ability the allocation they’ll be belted from sending and accepting emails.

2. Outlook Email Auto Annal should be configured for all users to run with the afterward settings:

Turn On Auto Archive: Yes

Run AutoArchive every days: 7

Prompt afore AutoArchive runs: No

Delete Expired Items: No

Archive or annul old items: No

(note: this is a ambience accordant to email assimilation behavior and cessation dates, not the deleted items folder)

Show annal binder in binder list: Yes

Clean out items earlier than: Never

Permanently annul old items: No

(note: this is a ambience accordant to email assimilation behavior and cessation dates, not the deleted items folder)

3. Annal folders should be stored in the afterward locations:

· Workstation users should annal to a pst book amid on the network. This runs the accident of book bribery as MSFT recommends adjoin application a arrangement allotment for email auto archiving but another solutions (such as archiving locally) entail greater accident of abstracts accident due to deejay or advancement issues.Search the Microsoft abutment website for kb/297019 to acquisition the acknowledging article.

· Laptop users should annal to a pst book amid on their bounded harder drive. A chiral action will be appropriate to archetype these psts to the arrangement on a approved base (minimum weekly) to ensure that they are backed up. SSL recommends agreement a alternating arrangement on the user’s calendar.

· A chiral action will be appropriate for all users to ensure that alone pst files do not beat 2 GB in size. The abundance of this action will depend on the bulk of email sending & receiving, but should be arrested on at atomic an anniversary basis. SSL recommends agreement a alternating arrangement on the user’s calendar.

Exchange 2003 Environments Barter 2003 is bound in the bulk of accessible accumulator to 75 GB. This is adequate added accumulator amplitude than will be captivated by the boilerplate baby business, but for those businesses that admission this absolute SSL recommends one of the afterward solutions:

· Upgrade to Barter Server 2007 with its near-unlimited accumulator space. This is the adequate band-aid for businesses on earlier accouterments or artlessly absent to yield advantage of the appearance of 2007.

· Add in a additional mailbox abundance on the absolute Barter Server and drift mailboxes to antithesis the accumulator load. This band-aid assumes accessible deejay amplitude and actual advantageous activity of the server hardware.

Due to the ample accessible accumulator amplitude and the inherent complexities of annal files SSL does not acclaim implementing mailbox admeasurement banned or email auto-archiving behavior except for laptop (mobile) users. Prudent user administration of their mailboxes is encouraged through abatement of non-essential emails abnormally those with ample accessories that do not charge to be archived. The Outlook Accumulation Action Arrangement should be acclimated to anticipate users from enabling Auto Annal on their mailbox.

Mobile users with ample mailboxes will acquaintance cogent achievement abasement if operating alfresco of the arrangement LAN. Cached barter approach or offline accumulator files are not recommended as they are both bound to 2 GB book sizes, additional their appropriate synchronization time can be aching if done over a WAN affiliation (broadband or otherwise). For adaptable users SSL recommends the following:

1. Outlook should be configured to use RPC over HTTPS to acquiesce defended admission to the Barter Server whenever the laptop is affiliated to the internet

2. To accumulate achievement at an adequate akin it is recommended that adaptable users charge to accumulate their mailboxes beneath 500 MB in size. This could be managed through mailbox quotas activated by Barter Server.

3. Auto Annal should be enabled for adaptable users to run agilely every 7 canicule and annal advice to a pst book amid on their bounded harder drive. A chiral action will be appropriate to archetype these psts to the arrangement on a approved base (minimum weekly) to ensure that they are backed up. SSL recommends agreement a alternating arrangement on the user’s calendar.

4. A chiral action will be appropriate for adaptable users to ensure that alone pst files do not beat 2 GB in size. The abundance of this action will depend on the bulk of email sending & receiving, but should be arrested on at atomic an anniversary basis. SSL recommends agreement a alternating arrangement on the user’s calendar.

Exchange 2007 Environments Barter 2007 offers abreast absolute accumulator bound alone by the accessible harder drive space. As a result, SSL does not acclaim implementing mailbox admeasurement banned or email auto-archiving behavior except for laptop (mobile) users. Prudent user administration of their mailboxes is encouraged through abatement of non-essential emails abnormally those with ample accessories that do not charge to be archived. The Outlook Accumulation Action Arrangement should be acclimated to anticipate users from enabling Auto Annal on their mailbox.

Mobile users with ample mailboxes will acquaintance cogent achievement abasement if operating alfresco of the arrangement LAN. Cached barter approach or offline accumulator files are not recommended as they are both bound to 2 GB book sizes, additional their appropriate synchronization time can be aching if done over a WAN affiliation (broadband or otherwise). For adaptable users SSL recommends the following:

1. Outlook should be configured to use RPC over HTTPS to acquiesce defended admission to the Barter Server whenever the laptop is affiliated to the internet

2. To accumulate achievement at an adequate akin it is recommended that adaptable users charge to accumulate their mailboxes beneath 500 MB in size. This could be managed through mailbox quotas activated by Barter Server.

3. Auto Annal should be enabled for adaptable users to run agilely every 7 canicule and annal advice to a pst book amid on their bounded harder drive. A chiral action will be appropriate to archetype these psts to the arrangement on a approved base (minimum weekly) to ensure that they are backed up. SSL recommends agreement a alternating arrangement on the user’s calendar.

4. A chiral action will be appropriate for adaptable users to ensure that alone pst files do not beat 2 GB in size. The abundance of this action will depend on the bulk of email sending & receiving, but should be arrested on at atomic an anniversary basis. SSL recommends agreement a alternating arrangement on the user’s calendar.

Links:

Configuration advice for assimilation settings is accessible at: http://technet.microsoft.com/en-us/library/cc303413.aspx (Click on “configure assimilation settings).

The Outlook Administrative arrangement is amid in the Arrangement Resource Kit which can be downloaded from: http://technet.microsoft.com/en-us/office/desktop/default.aspx. Different versions are accessible via the Home->Versions link.