Configure Managed Content Settings

Applies to: Exchange Server 2010

Managed content settings are applied to the managed folders in users' mailboxes to control the retention and journaling of messages for messaging records management (MRM). Managed content settings define when messages that are no longer needed are to be removed or journaled (copied) to a separate storage location outside the mailbox. For example, the managed content settings that you apply to a user's Inbox folder could specify that its contents should be automatically deleted or moved to another folder after 60 days.

Looking for other management tasks related to managed folders? Check out Deploying Managed Folders.

What Do You Want to Do?

• Use the EMC to configure managed content settings
• Use the Shell to configure managed content settings

Use the EMC to configure managed content settings

You need to be assigned permissions before you can perform this procedure. To see what permissions you need, see the "Messaging records management" entry in the Messaging Policy and Compliance Permissions topic.

1. In the console tree, expand the forest you want, and then navigate to Organization Configuration > Mailbox.

2. In the result pane, click the Managed Default Folders tab or the Managed Custom Folders tab, and then click the managed content settings you want to configure.

   Note

   Managed custom folders are a premium feature of MRM. Each mailbox that has managed custom folders requires an Exchange Server Enterprise client access license (CAL).

3. In the action pane, under the name of the managed content setting, click Properties.

4. Use the General tab to configure managed content settings, such as retention periods.

   • Name   This unlabeled box at the top of the page displays the name of the selected managed content setting. You can modify this name.

   • Modified   This read-only field displays the most recent date and time that the managed content settings were modified.

   • Message type   This read-only box displays the type of messages that are controlled by the managed content settings. A managed folder can have multiple managed content settings for different message types, such as e-mail messages, calendar items, and contacts. To change the message type, you must delete and then re-create the managed content settings.

   • Length of retention period (days)   Select this check box to specify that items have a retention period. In the corresponding text box, type the number of days in the retention period. (The range of values is from 1 through 24,855 days.)

   • Retention period starts   After selecting the Length of retention period (days) check box, you can use this list to select when the retention period starts. The choices are:
     When delivered, end date for calendar and recurring tasks   This is the default selection. The retention period for mail starts when it is delivered. The retention period for calendar items and recurring tasks starts at their end date.
     When item is moved to the folder The expiration countdown doesn't start until the items are transferred to another folder, for example when items are moved from the Inbox to a "Review before final deletion" folder.

   • Action to take at the end of the retention period   After selecting the Length of retention period (days) check box, you can use this list to select what should happen to an item when the retention period is exceeded. The choices are:
     Move to the Deleted Items folder   If you select this option, messages are automatically moved to the Deleted Items folder.
     Move to a Managed Custom Folder If you select this option, messages are automatically moved to the managed custom folder that you specify in the Move to the following managed custom folder box. Delete and Allow Recovery If you select this option, messages are deleted but may be recovered by using Recover Deleted Items in Outlook. Note that messages can be recovered only for as long as messages are configured to remain in a recoverable state. Permanently Delete If you select this option, messages are permanently deleted and are not recoverable by the user. Mark as Past Retention Limit If you select this option, messages are displayed as gray, strikethrough text in Outlook. No other action is taken. This expiration action is used to prompt the user to take some kind of action.

   • Move to the following managed custom folder   If you select Move to a managed custom folder in the Action to take at the end of the retention period list, click Browse to select the managed custom folder to which items that are past their retention settings will be moved.

     Note

     You can only select managed custom folders that already exist. You cannot create a new managed folder in this step. You can create managed custom folders by using the New Managed Custom Folder wizard or by using the New-ManagedCustomFolder cmdlet in the Exchange Management Shell. For detailed instructions, see Create a Managed Custom Folder.

5. Use the Journaling tab to configure journaling settings.

   • Forward copies to   Select this check box to enable journaling of messages in the managed folder. If you select this check box, the Select Recipient dialog box appears. Use the dialog box to select or change the journaling mailbox.

     Note

     Only messages of the message type listed on the General tab are copied to the specified journaling mailbox.

   • Assign the following label to the copy of the message   Use this box to type the label text that will identify the journal reports created for the selected managed content settings. This label is added as a field in the journal report.

   • Format of copied message attached to journal report   Select one of the following formats:
     Outlook Message Format (*.msg)   Messages are attached in the .msg file format that is commonly used by Outlook.
     Exchange MAPI Message Format (TNEF)   Messages are attached in the TNEF (Transport Neutral Encapsulation Format) format used by Exchange 2010.

Use the Shell to configure managed content settings

You need to be assigned permissions before you can perform this procedure. To see what permissions you need, see the "Messaging records management" entry in the Messaging Policy and Compliance Permissions topic.

The following command configures the managed content setting MyManagedContentSettings to apply a retention age of 120 days, delete messages upon expiration, and allow recovery.

Set-ManagedContentSettings -Identity MyManagedContentSettings -RetentionEnabled $true -AgeLimitForRetention 120 -RetentionAction DeleteAndAllowRecovery

For detailed parameter and syntax information, see Set-ManagedContentSettings.

For More Information

Understanding Messaging Records Management

Understanding Managed Folders

Create Managed Content Settings

Deploying Managed Folders