Mailbox Maintenance

You can clean a mailbox to delete messages from a user's mailbox stored on a server. Cleaning the mailbox recovers space in the server's private information store.

Note   Cleaning a mailbox works only on single or multiple mailboxes but does not work for distribution lists, custom recipients, or public folders. Cleaning a user's mailbox can be done while the mailbox is open.

Getting to the Clean Mailbox dialog box

1. In the Administrator window, choose Recipients, and then select a mailbox.
2. From the Tools menu, choose Clean Mailbox.

Setting Age Limits

You can specify which messages should be deleted from the mailbox.

1. From the Tools menu, choose Clean Mailbox.
2. In the Age box, select an option.

Option	Description
All messages older than (days)	Type a value representing days. All messages older than the specified number of days are deleted.
All messages greater than (K)	Type a value representing kilobytes. All messages larger than the specified number of kilobytes are deleted.

Setting the Sensitivity Level

Messages are marked with one of four sensitivity levels. All messages marked with the selected sensitivity levels will be deleted. Select the default sensitivity that you want to assign to all your outgoing mail.

1. From the Tools menu, choose Clean Mailbox.
2. In the Sensitivity box, select an option.

Option	Description
Normal	Leaves the item header blank and sends messages with no sensitivity.
Personal	Contains nonbusiness information.
Private	Prohibits any recipient from modifying your original message when it is replied to or forwarded.
Confidential	Handles the message according to your organization's policy on confidentiality.

Specifying Read Items

You can delete messages based on whether they have been read.

1. From the Tools menu, choose Clean Mailbox.
2. In the Read Items box, select an option.

Option	Description
Read items	Deletes all messages that have been read.
Unread items	Deletes all messages that have not been read.
Read and unread items	Deletes read and unread messages.

Deleting Other Information

When you clean a mailbox, you can delete all information associated with the selected folder or delete only mail messages.

1. From the Tools menu, choose Clean Mailbox.
2. Select Only delete mail messages and Delete deferred action messages.

Option	Description
Only delete mail messages	If cleared, mail messages and other messages containing information such as contact, calendaring, and tasks are deleted. If selected, only mail messages are deleted.
Delete deferred action messages	If selected, all messages in the deferred actions folder are deleted. Deferred action messages describe commands that are queued for the e-mail client to perform the next time it logs on to the server. These commands can include copying and moving messages to a personal folder or rules that delete messages from a personal folder. If cleared, deferred action messages are preserved.

Setting the Action Level

You can indicate what action should be taken on deleted messages.

1. From the Tools menu, choose Clean Mailbox.
2. In the Action box, select an option.

Option	Description
Delete items immediately	Immediately deletes all messages that meet the specified criteria.
Move items to Deleted Items Folder	Moves deleted messages into the selected user's Deleted Items folder. Messages in the Deleted Items folder can be retrieved, viewed, and moved to other folders.