Logo
HOW TO
Windows XP
Windows Vista
Windows 7
Windows Azure
Windows Server
Windows Phone
 
 
Windows Server

Microsoft Exchange Server 2013: Configuring mailbox delivery restrictions, permissions, and storage limits (part 4) - Setting storage restrictions on mailbox and archives

12/18/2014 8:47:44 PM

Setting storage restrictions on mailbox and archives

In a standard configuration of Exchange Online, each licensed user gets 25 GB of mailbox storage, and a storage warning is issued when the mailbox reaches 22.5 GB. Similarly, if a user has a licensed in-place archive, the archive can have up to 25 GB of storage; a storage warning is issued when the archive mailbox reaches 22.5 GB. Other licensing options are available that may grant additional storage rights.

With on-premises Exchange, you can set storage restrictions on multiple mailboxes using global settings for each mailbox database or on individual mailboxes using per-user restrictions. Global restrictions are applied when you create a mailbox and are reapplied when you define new global storage restrictions. Per-user storage restrictions are set individually for each mailbox and override the global default settings. By default, users can store up to 2 GB in their mailboxes. The quotas are set to:

  • Issue a warning when the mailbox reaches 1.9 GB

  • Prohibit send when the mailbox reaches 2 GB

  • Prohibit send and receive when the mailbox reaches 2.3 GB

In contrast, the default settings for archive mailboxes allow users to store up to 50 GB in their archive mailboxes, and a warning is issued when the archive mailbox reaches 45 GB.

Note

Storage restrictions apply only to mailboxes stored on the server. They don’t apply to personal folders. Personal folders are stored on the user’s computer.

To configure global storage restrictions, you edit the properties of mailbox databases. In Exchange Admin Center, navigate to Servers > Databases. Open the Properties dialog box for the mailbox database by double-tapping or double-clicking the database name. On the Limits page, set the desired storage restrictions using the options provided.

Set individual storage restrictions for mailboxes by completing the following steps:

  1. Open the Properties dialog box for the mailbox-enabled user account by double-tapping or double-clicking the user name in Exchange Admin Center.

  2. On the Mailbox Usage page, tap or click More Options. You’ll then see the storage restrictions as shown in Figure 3.

    A screen shot of the Mailbox Usage page in the User Mailbox dialog box, showing options to set storage limits and deleted item retention.
    Figure 3. Use the quota settings to specify storage limits and deleted item retention on a per-user basis when necessary.
  3. To set mailbox storage limits, select Customize The Quota Settings For This Mailbox. Then set one or more of the following storage limits:

    • Issue Warning At (GB) . This limit specifies the size, in gigabytes, that a mailbox can reach before a warning is issued to the user. The warning tells the user to clean out the mailbox.

    • Prohibit Send At (GB) . This limit specifies the size, in gigabytes, that a mailbox can reach before the user is prohibited from sending any new mail. The restriction ends when the user clears out the mailbox and the mailbox size is under the limit.

    • Prohibit Send And Receive At (GB) . This limit specifies the size, in gigabytes, that a mailbox can reach before the user is prohibited from sending and receiving mail. The restriction ends when the user clears out the mailbox and the mailbox size is under the limit.

    Caution

    Prohibiting send and receive might cause the user to think they’ve lost email. When someone sends a message to a user who is prohibited from receiving messages, an NDR is generated and delivered to the sender. The original recipient never sees the email. Because of this, you should rarely prohibit send and receive.

  4. Tap or click Save.

Users who have an archive mailbox have the mailbox type User (Archive). You set individual storage restrictions for archive mailboxes by completing the following steps:

  1. Select the user name in Exchange Admin Center.

  2. In the detail pane, scroll down until you see the In-Place Archive heading and the related options. Tap or click View Details.

  3. Enter the desired maximum size for the archive in the Archive Quota text box.

  4. Enter the storage limit for issuing a storage warning in the Issue Warning At text box, and then tap or click OK.

Setting deleted item retention time on individual mailboxes

Normally, when a user deletes a message in Outlook, the message is placed in the Deleted Items folder. The message remains in the Deleted Items folder until the user deletes it manually or allows Outlook to clear out the Deleted Items folder. With personal folders, the message is then permanently deleted and can’t be restored. With server-based mailboxes, the message isn’t actually deleted from the Exchange database. Instead, the message is marked as hidden and kept for a specified period of time called the deleted item retention period.

Note

The standard processes can be modified in several different ways. A user could press Shift+Delete to bypass Deleted Items. As an administrator, you can create and apply policies that prevent users from deleting items (even if they try to use Shift+Delete). You can also configure policy to retain items indefinitely.

Default retention settings are configured for each mailbox database in the organization. With Exchange Online, the retention settings are as follows:

  • Deleted items are retained for a maximum of 30 days.

  • Items removed from the Deleted Items folder are retained for a maximum of 14 days.

  • Items in the Junk Folder are retained for a maximum of 30 days before they are removed.

To configure deleted item retention on a per database basis, you edit the properties of mailbox databases. In Exchange Admin Center, navigate to Servers > Databases. Open the Properties dialog box for the mailbox database by double-tapping or double-clicking the database name. On the Limits page, use the options provided to configure the deleted item retention settings.

To override the database settings on a per-user basis, complete these steps:

  1. Open the Properties dialog box for the mailbox-enabled user account by double-tapping or double-clicking the user name in Exchange Admin Center.

  2. On the Mailbox Usage page, tap or click More Options and then select Customize The Retention Settings For This Mailbox.

  3. In the Keep Deleted Items For (Days) text box, enter the number of days to retain deleted items. An average retention period is 14 days. If you set the retention period to 0 and aren’t using policies that prevent deletion, messages aren’t retained and can’t be recovered. If you set the retention period to 0 but are using policies that prevent deletion, the messages are retained according to the established policies.

  4. You can also specify that deleted messages should not be permanently removed until the mailbox database has been backed up. This option ensures that the deleted items are archived into at least one backup set. Tap or click Save.

Real World

Deleted item retention is convenient because it allows the administrator the chance to salvage accidentally deleted email without restoring a user’s mailbox from backup. I strongly recommend that you enable this setting, either in the mailbox database or for individual mailboxes, and configure the retention period accordingly.

Other -----------------
- Microsoft Exchange Server 2013: Moving mailboxes (part 3) - Performing on-premises mailbox moves
- Microsoft Exchange Server 2013: Moving mailboxes (part 2) - Performing on-premises mailbox moves and migrations
- Microsoft Exchange Server 2013: Moving mailboxes (part 1) - Importing and exporting mail data
- Microsoft Exchange Server 2013 - Managing mailboxes: The essentials (part 4) - Restoring online users and mailboxes, Repairing mailboxes
- Microsoft Exchange Server 2013 - Managing mailboxes: The essentials (part 3) - Restoring on-premises users and mailboxes
- Microsoft Exchange Server 2013 - Managing mailboxes: The essentials (part 2) - Configuring apps for mailboxes
- Microsoft Exchange Server 2013 - Managing mailboxes: The essentials (part 1) - Viewing current mailbox size, message count, and last logon
- Managing Windows Server 2012 Systems : Managing the Registry (part 8) - Securing the registry - Auditing registry access
- Managing Windows Server 2012 Systems : Managing the Registry (part 7) - Securing the registry - Preventing access to the registry utilities, Applying permissions to registry keys
- Managing Windows Server 2012 Systems : Managing the Registry (part 6) - Backing up and restoring the registry, Maintaining the registry
 
 
REVIEW
- First look: Apple Watch

- 10 Amazing Tools You Should Be Using with Dropbox

- 3 Tips for Maintaining Your Cell Phone Battery (part 1)

- 3 Tips for Maintaining Your Cell Phone Battery (part 2)
 
VIDEO TUTORIAL
- How to create your first Swimlane Diagram or Cross-Functional Flowchart Diagram by using Microsoft Visio 2010 (Part 1)

- How to create your first Swimlane Diagram or Cross-Functional Flowchart Diagram by using Microsoft Visio 2010 (Part 2)

- How to create your first Swimlane Diagram or Cross-Functional Flowchart Diagram by using Microsoft Visio 2010 (Part 3)
 
Popular tags
Microsoft Access Microsoft Excel Microsoft OneNote Microsoft PowerPoint Microsoft Project Microsoft Visio Microsoft Word Active Directory Biztalk Exchange Server Microsoft LynC Server Microsoft Dynamic Sharepoint Sql Server Windows Server 2008 Windows Server 2012 Windows 7 Windows 8 Adobe Indesign Adobe Flash Professional Dreamweaver Adobe Illustrator Adobe After Effects Adobe Photoshop Adobe Fireworks Adobe Flash Catalyst Corel Painter X CorelDRAW X5 CorelDraw 10 QuarkXPress 8 windows Phone 7 windows Phone 8 BlackBerry Android Ipad Iphone iOS
Popular keywords
HOW TO Swimlane in Visio Visio sort key Pen and Touch Creating groups in Windows Server Raid in Windows Server Exchange 2010 maintenance Exchange server mail enabled groups Debugging Tools Collaborating
Top 10
- Microsoft Excel : How to Use the VLookUp Function
- Fix and Tweak Graphics and Video (part 3) : How to Fix : My Screen Is Sluggish - Adjust Hardware Acceleration
- Fix and Tweak Graphics and Video (part 2) : How to Fix : Text on My Screen Is Too Small
- Fix and Tweak Graphics and Video (part 1) : How to Fix : Adjust the Resolution
- Windows Phone 8 Apps : Camera (part 4) - Adjusting Video Settings, Using the Video Light
- Windows Phone 8 Apps : Camera (part 3) - Using the Front Camera, Activating Video Mode
- Windows Phone 8 Apps : Camera (part 2) - Controlling the Camera’s Flash, Changing the Camera’s Behavior with Lenses
- Windows Phone 8 Apps : Camera (part 1) - Adjusting Photo Settings
- MDT's Client Wizard : Package Properties
- MDT's Client Wizard : Driver Properties
 
Windows XP
Windows Vista
Windows 7
Windows Azure
Windows Server
Windows Phone
2015 Camaro