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Configure Managed Folder Properties

  • Article

Applies to: Exchange Server 2010

A managed folder is a folder in a user's mailbox to which messaging records management (MRM) has been applied. There are two types of managed folders:

  • Managed default folders (such as the Inbox) appear, by default, in a user's Office Outlook 2007 or later mailbox.
  • Managed custom folders are created by Exchange administrators specifically for MRM.

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). Managed default folders require only an Exchange Server Standard CAL.

The retention and journaling of messages in managed folders are controlled by managed content settings that are applied to the folder.

Note

Managed custom folders are typically given names that reflect their intended role in users' mailboxes. For example, a managed custom folder for personal e-mail may be given the name Personal E-mail.

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 folder properties
  • Use the Shell to configure managed folder properties

Use the EMC to configure managed folder properties

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, navigate to Organization Configuration > Mailbox
  2. In the result pane, click the Managed Default Folders tab or the Managed Custom Folders tab, and then select the managed folder you want to configure.
  3. In the action pane, under the folder name, click Properties
  4. Use the General tab to configure the following fields.
    • Name   Use this unlabeled box to view or modify the managed folder's name. This is the name of the managed folder object in Active Directory. Modifying the name doesn't change the name of the folder's in users' mailboxes.
      For managed default folders, the Folder Type field displays the name of the folder as it will appear to users (such as Inbox or Deleted Items). For example, if you name the managed default folder Corp-VPs-Inbox, and the folder type is Inbox, the folder name in the user's mailbox will be Inbox (or the localized equivalent depending on locale).
      For managed custom folders, you can use the Display the following name when the folder is viewed in Office Outlook box to specify how the folder name will be displayed to users.
    • Description   This read-only field displays the managed folder type. Managed Default Folder is displayed for managed default folders and Managed Folder is displayed for managed custom folders.
    • Folder Type   This read-only field is displayed only for managed default folders. This field displays the default folder type, such as Inbox or Deleted Items.
    • Modified   This read-only field displays the date and time when the managed folder was last modified.
    • Display the following name when the folder is viewed in Office Outlook   This box is available only for managed custom folders. Use this box to type the folder's name that users see when they view it in Outlook. This name can be up to 255 characters in length. Modifications to this field are applied when the Managed Folder Assistant processes a mailbox and applies the managed custom folder settings to a mailbox.
    • Storage limit (KB) for this folder and its subfolders   This check box and corresponding box are displayed only for managed custom folders. Select this check box to specify the maximum size for the folder and its subfolders combined. Type the maximum size in kilobytes (KB) in the corresponding box.
    • Display the following comment when the folder is viewed in Outlook:   Use this box to type a comment that will be displayed to the user in Outlook. For example, to alert users that MRM is enabled on the folder, you could type the following message: "Messages are removed from this folder after 120 days." The maximum length of this comment is 255 characters. To configure localized comments, use the Set-ManagedFolder cmdlet.
    • Do not allow users to minimize comment in Outlook   Select this check box to prevent Outlook users from minimizing the comment that you entered in the preceding box.

Note

You can use the Shell to configure localized folder names and comments. If configured, these are displayed in Outlook 2007 or later, based on the mailbox locale. For more details, see the LocallizedFolderName and LocalizedComment parameters in Set-ManagedFolder.

Use the Shell to configure managed folder properties

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.

This example applies to managed default folders

This example changes the name of the Inbox managed default folder to Corp-VPs-Inbox and sets a comment to be displayed in supporting clients.

Set-ManagedFolder -Identity Inbox -Name Corp-VPs-Inbox -Comment "Email messages will be automatically deleted from the Inbox folder after 90 days from the delivery date."

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

Note

Although the comment in this example mentions a specific retention period, actual retention time for messages in a managed folder depends on the folder's managed content settings. A managed folder can have multiple managed content settings for different message classes, such as e-mail messages, calendar items, and tasks, with different retention settings.

This example applies to managed custom folders

This example changes the name of the managed custom folder Business Critical to Corp-Business Critical. It also specifies a storage limit of 500 MB on the folder and sets a comment to be displayed in supporting clients.

Set-ManagedFolder -Identity "Business Critical" -FolderName "Corp-Business Critical" -StorageQuota 500mb -Comment "Move business critical messages to this folder. Messages moved to this folder will be automatically deleted after 3 years."

Note

Although the comment in this example mentions a specific retention period, actual retention time for messages in a managed folder depends on the folder's managed content settings. A managed folder can have multiple managed content settings for different message classes, such as e-mail messages, calendar items, and tasks, with different retention settings.

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

For More Information

Understanding Messaging Records Management

Understanding Managed Folders

Deploying Managed Folders