Exchange 2007 managed folders

Microsoft Exchange 2007 provides the option to create and manage default folders and custom folders that can be attached to entire organization or members of it under his\her outlook 2007 client or outlook web access.
The procedure of creating custom folder and managing them divided to 3 main parts: creating the custom folder, create managed folder mailbox policy and assign the policy to a user or group of users.
Create new managed default folder:
1.       Open the exchange management console.
2.       Go to ‘organization configuration’ and click the ‘Mailbox’ icon.
3.       Go to ‘managed default folders’ rubric.
4.       Click anywhere on the white space < right mouse click < choose ‘new managed default folder’
5.       Create the new folder, you may use configurations as follow:
Managed folder  
 
6.       Continue the process until having a new folder under the default folder list:
 
 Managed folder
Create new managed custom folder:
1.       Open the exchange management console.
2.       Go to ‘organization configuration’ and click the ‘Mailbox’ icon.
3.       Go to ‘managed custom folders’ rubric.
4.       Click anywhere on the white space < right mouse click < choose ‘new managed custom folder’
5.       This option has almost the same configuration like default folder, expect the fact that the exchange administrator can provide a display name for this folder in outlook and restrict the folder size in KB.
Important to know that like every other managed default folder, one can add additional settings for the folders created to configure issues like: length of retention for the folder and journaling.
This can be done when right clicking the folder and choosing ‘New managed content settings’
 
Create managed folder mailbox policy
1.       Open the exchange management console.
2.       Go to ‘organization configuration’ and click the ‘Mailbox’ icon.
3.       Go to ‘managed folders mailbox policies’ rubric.
4.       Click anywhere on the white space < right mouse click < choose ‘new managed folder mailbox policy’
5.       Add a name to the new policy.
6.       Choose which of the folders will apply to User outlook when adding the policy.
7.       Save the policy.
 
Assign the policy to a user or group of users
 
1.       Open the exchange management console.
2.       Go to ‘recipient configuration’ and click the ‘Mailbox’ icon.
3.       Click the ‘Mailbox’ icon.
4.       Right click the user mailbox that you wish to apply the rule to < choose ‘properties’ < choose ‘Mailbox settings’ < choose ‘messaging records management’ < click ‘properties’
5.       Mark the ‘managed folder mailbox policy’ checkbox.
6.       Click ‘browse’ to choose the mailbox policy to apply to user.
 
 
 
 Assign the policy to group of users
This action can be done only using the exchange management shell.
To assign the managed folder policy to all mailbox enabled users, get a list of all mailboxes and then pipe it to the Set-Mailbox command as follow:
Get-Mailbox -ResultSize unlimited | Set-Mailbox -ManagedFolderMailboxPolicy “TEstPOlicy”
To assign the policy to all mailboxes in a specific OU:
Get-Mailbox -OrganizationalUnit “TestOU” -ResultSize unlimited | Set-Mailbox -ManagedFolderMailboxPolicy “TEstPOlicy”
 
Start the exchange 2007 managed folder assistant
It takes a little time until exchange assign the policy, but it’s possible to urge this operation:
Open exchange 2007 power shell and type:
Start-ManagedFolderAssistant -identity mailboxservername
 
 
Test policy
Very simple, under outlook 2007 client or web access the ‘managed folders’ should be appear.
 
 
 

 Used with permission from Microsoft