How to Configure Mailbox Manager to Clean the Journal Recipient Mailbox


After you configure the journal recipient mailbox to forward messages to the third-party storage solution, and then move them to the Deleted Items folder, you have to configure Mailbox Manager to permanently delete the messages.

This topic explains how to use an Exchange Recipient Policy together with Mailbox Manager to permanently delete the messages after they have been sent to the third-party storage solution.

Before You Begin

It is recommended that you verify through testing and monitoring how long you want messages to remain in the Deleted Items folder before they are permanently deleted. For example, you may want to allow two days before messages are permanently deleted so, if there are any problems with delivering the messages, or any problems receiving or storing them at the destination, you can resend all messages from the last two days.


The age you specify for deleted mail in the recipient policy begins when the message is moved to the Deleted Items folder, not when it was received.

To configure messages to be permanently deleted from the journal recipient mailbox, you must do the following:

  1. Create a recipient policy that identifies the journal recipient mailbox and permanently deletes old items in the Deleted Items folder (this topic).

  2. Set Mailbox Manager to run the policy at an appropriate interval.


To create a recipient policy that permanently deletes messages from the Deleted Items folder in the journal recipient mailbox

  1. Open Exchange System Manager in the Exchange organization where the journaling mailboxes reside.

  2. Expand the Recipients folder, right-click the Recipient Policies folder, point to New, and then click Recipient Policy.

  3. In the New Policy dialog box, select Mailbox Manager Settings, and then click OK.

  4. In the Properties dialog box, on the General tab, enter a Name for the policy. Under Filter rules, click Modify.

  5. In the Find Exchange Recipients dialog box, construct a search query that will return the journal mailboxes that you have created. When you finish building the query, click OK.


    There are a number of ways to construct the search query; in large part, the right query depends on how many journaling mailboxes or journaling servers you have configured. The search criteria you enter here will create an LDAP query that will run when Mailbox Manager runs this policy. Make sure to test this query to verify that it does not display other mailboxes when run.

  6. In the Properties dialog box, on the Mailbox Manager Settings (Policy) tab, select Delete Immediately from the When processing a mailbox drop-down menu.

  7. On Mailbox Manager Settings (Policy) tab, in the Folder list, clear all folders except the Deleted Items folder. Select Deleted Items, and then click Edit.

  8. In the Folder Retention Settings dialog box, clear the Message Size (KB) check box, enter an appropriate age limit in the Age Limit (Days) box, and then click OK. Click OK again to close the dialog box.

  9. In the Recipient Policies details pane, right-click the policy that you have just created, and then click Apply this policy now. A message prompts you to confirm the update; click Yes.

  10. After you create a policy, you must schedule when the policy will run on the journaling mailbox server. You must configure this schedule for each server that hosts journal recipient mailboxes. For detailed steps, see How to Schedule Mailbox Manager to Run Recipient Policies.