Monday, February 9, 2009

MRM (Message Record Management)

Message record management is one of the new futures in Exchange 2007 which consist of 5 steps. MRM is the replacement of previous exchange mailbox policies with new improved capabilities. The goal of MRM is to meet company policies regulations and etc, here read more blow. Two of the most common scenario is either use existing managed default folder or create your own. On the bottom of this post there is a link to MS , MRM video which is very useful, and I will be posting a video of this article in couple days.

Note: If you get used to work with previous versions of exchange message policies, getting started with existing managed folder such in this example might be easy for you to understand the MRM. IF you want to be more creative you can create additional managed folder based on your company requirements.


Your Company decided to delete all e-mails in the deleted items folders on all users older than 14 days. You have been tasked out to get the work done. Similar work as in previous versions of exchange but the implementation is entirely different on exchange 2007.

You will select existing managed folder (deleted items), by opening EMC, expending organization configuration, and on the right pane, select "Managed default Folders).

  • Create MFMP (Manage folder mailbox policy) called "Pol-Del-14Days"
  • Link MFMP to existing managed folder (deleted items folder in this task)
  • Create NMCS ( new managed content settings)

    • Name:" Pol-Del-14Days"
    • Message Type ( All Mailbox content)
    • Length of retention periods ( days) , checked in (14 days)
    • Retention period starts: ( when delivered, end date for calendar and recurring task
    • Permanently delete


  • Lunch EMC
  • Expend Organization Configuration
  • Select Mailbox and n the right pane click "Managed Folder Mailbox Policy"
  • On the right pane click on "New Managed Folder Mailbox Policy"
  • Managed Mailbox Policy name "Pol-Del-14Days"
  • Click add select deleted items, click okay, new and finish

Note: We have created managed mailbox policy and applied this policy to Default deleted items managed folder.

  • Now Click Manage default folders
  • Select Deleted items, make a right click and
  • New managed Content settings
  • Name it same "Pol-Del-14Days"

    • Message type "all mailbox content"
    • Length of retention period dates ( 14)
    • Retention period starts "When delivered. End date for calendar and recurring tasks
    • Permanently delete
    • Finish the wizard.

Note: remember we are achieving our task, don't forget to make proper adjustment here based on your requirements. With our policy we will delete everything in the deleted items folder older than 14 days.

Now we will apply this to one user and see the results

Open EMS


  • Name of the policy in this example is "Pol-Del-14Days"
  • Name of the mailbox we will apply this policy is "Odedeal"

Set-Mailbox -Identity odedeal -ManagedFolderMailboxPolicy "Name_of_The_Policy_Goes_


>>>>>> Set-Mailbox -Identity odedeal -ManagedFolderMailboxPolicy " Pol-Del-14Days "
IF you wish to achieve same results fallow the steps to get it done via GUI.

Under recipient configuration

Click on mailbox

  • Highlight the user you wish to apply the policy (Pol-Del-14Days)
  • Go to properties
  • Click mailbox settings, highlight messaging records management
  • Click properties
  • Enable managed mailbox policy, click browse
  • Select existing policy ("Pol-Del-14Days")
  • Click okay two times and, say yes to warning click apply.

Now we will need to set the schedule under server configuration go to properties of mailbox server

  • Click messaging record management
  • Click customize, and make the schedule run every day 2AM

The last part is to set the mailbox server

Under server configurations, properties of your exchange servers, message records management , click customize and set the schedule to run accordingly

Now we want to see the result right away so we will need to run, Exchange mailbox assistance to one particular user.

Note: Make sure the service is running on the exchange server (MSExchangeMailboxAssistants)

Set the policy

Set-Mailbox -Identity odedeal -ManagedFolderMailboxPolicy "Pol-Del-14Days"

Remove it

Set-Mailbox -Identity odedeal -RemoveManagedFolderAndPolicy

Start Managed folder assistance right away to see the results

Start-ManagedFolderAssistant -Mailbox odedeal

IF you like to assign the policy to all mail enabled users (which you will most likely)

Get-Mailbox -ResultSize unlimited Set-Mailbox -ManagedFolderMailboxPolicy " Pol-Del-14Days "

To remove it

Get-Mailbox -ResultSize unlimited Set-Mailbox - RemoveManagedFolderAndPolicy

There is a Pipe after unlimited, for some reason I could not get it to publish on my blog, so please include the Pipe after the Unlimited *Pipe here* Set-Mailbox



Set-Mailbox -Identity odedeal -ManagedFolderMailboxPolicy "Name_of_The_Policy_Goes_Here"

The most useful information I was able to locate was on
Bharat Suneja, which I am including the link to his blog as well as MS links.

Oz ozugurlu MVP (Exchange)



Security+, Server +, Project+




records management said...

Message record management is the new feature of sharepoint 2007.It overcomes the weak points of previous mailbox policies.all the steps to run it are given in this post which are easy to apply so you can try them in same way.

Negi said...

Thanks for great information you write it very clean. I am very lucky to get this tips from you

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