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how to preserve mailbox when employee about to leave? RRS feed

  • Question

  • how to preserve mailbox when employee about to leave?
    Sunday, September 13, 2015 5:24 AM

Answers

  • The answer may vary depending on the version, service pack and update rollup or cumulative update level you are running, and you didn't specify this very important piece of information that every question should specify.  So, you're getting a generalized answer.

    Disable their account.  That's really the only practical way.  As long as the user has full mailbox rights, he or she can do just about anything he or she wants to the content.

    In Exchange 2010 or later, you can enable litigation hold, but that may not "preserve" the mailbox in the way you want it preserved.

    You can also disable the mailbox, which will delete it, and then you can connect the mailbox to a different user account that isn't already mail- or mailbox-enabled.  However, that procedure is risky because there are numerous way an administrative error can cause data loss.


    Ed Crowley MVP "There are seldom good technological solutions to behavioral problems."

    Sunday, September 13, 2015 9:14 AM
  • My best practice so far was to export the mailbox from poweshell during the night to secure location. 

    New-MailboxExportRequest -Mailbox UserName -FilePath "\\YourPath\UserName.pst" 
    
    Hope this helps.


    Sunday, September 13, 2015 11:49 AM
  • Hi, 

    What is your detailed exchange version?

    When a mailbox is disabled or deleted, Exchange retains the mailbox in the mailbox database and switches the mailbox to a disabled state. Disabled and deleted mailboxes are retained in the mailbox database until the deleted mailbox retention period expires, which is 30 days by default. After the retention period expires, the mailbox is permanently deleted or purged.

    You can follow Srdjan's suggestion to use the New-MailboxExportRequest cmdlet to begin the process of exporting contents of a primary mailbox or archive to a .pst file.

    https://technet.microsoft.com/en-us/library/ff607299(v=exchg.150).aspx

    In addition, I suggest you can also know how to restore or connect a deleted mailbox:

    https://technet.microsoft.com/en-us/library/jj863438%28v=exchg.150%29.aspx?f=255&MSPPError=-2147217396

    Regards,

    David 


    Monday, September 14, 2015 1:58 AM
    Moderator

All replies

  • The answer may vary depending on the version, service pack and update rollup or cumulative update level you are running, and you didn't specify this very important piece of information that every question should specify.  So, you're getting a generalized answer.

    Disable their account.  That's really the only practical way.  As long as the user has full mailbox rights, he or she can do just about anything he or she wants to the content.

    In Exchange 2010 or later, you can enable litigation hold, but that may not "preserve" the mailbox in the way you want it preserved.

    You can also disable the mailbox, which will delete it, and then you can connect the mailbox to a different user account that isn't already mail- or mailbox-enabled.  However, that procedure is risky because there are numerous way an administrative error can cause data loss.


    Ed Crowley MVP "There are seldom good technological solutions to behavioral problems."

    Sunday, September 13, 2015 9:14 AM
  • My best practice so far was to export the mailbox from poweshell during the night to secure location. 

    New-MailboxExportRequest -Mailbox UserName -FilePath "\\YourPath\UserName.pst" 
    
    Hope this helps.


    Sunday, September 13, 2015 11:49 AM
  • Hi, 

    What is your detailed exchange version?

    When a mailbox is disabled or deleted, Exchange retains the mailbox in the mailbox database and switches the mailbox to a disabled state. Disabled and deleted mailboxes are retained in the mailbox database until the deleted mailbox retention period expires, which is 30 days by default. After the retention period expires, the mailbox is permanently deleted or purged.

    You can follow Srdjan's suggestion to use the New-MailboxExportRequest cmdlet to begin the process of exporting contents of a primary mailbox or archive to a .pst file.

    https://technet.microsoft.com/en-us/library/ff607299(v=exchg.150).aspx

    In addition, I suggest you can also know how to restore or connect a deleted mailbox:

    https://technet.microsoft.com/en-us/library/jj863438%28v=exchg.150%29.aspx?f=255&MSPPError=-2147217396

    Regards,

    David 


    Monday, September 14, 2015 1:58 AM
    Moderator